NEW JOB OPENING
ADMINISTRATIVE SERVICES MANAGER
IN Nashville, TN, USA!

The CLIENT is seeking a Grant Contract Analyst to work in the Office of Primary Prevention (OPP). The analyst will manage subrecipient grant contracts awarded through the Centers for Medicare & Medicaid Services (CMS) Rural Health Transformation (RHT) Program.



Required Education:

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to substantial (five or more years of) full- time increasingly responsible professional staff administrative experience.



Substitution of Experience for Education: Qualifying full-time, increasingly responsible sub- professional, paraprofessional, or professional experience may be substituted for the required education on a year-for-year basis, to a maximum of four years.



Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.



OR



Four years of increasingly responsible professional administrative services experience with the State of Tennessee.



Requirements and Skills:

• Ability to work in a fast-paced environment while meeting critical deadlines

• Ability to handle important matters while maintaining confidentiality

• Skilled in developing concrete action plans to solve problems and streamline procurement processes

• Self-starter who is skilled at managing project timelines, exhibiting punctuality, and communicating effectively

• Knowledge of grant cycle and procurement processes



Key Responsibilities:

Contract planning and intake (front-end coordination)

• Receive and triage contract requests from program staff; confirm the service need, period of performance, funding source, and required timeline.

• Develop (or support development of) the Scope of Services and ensure alignment with program intent, grant/appropriation allowability, and state contracting requirements.

• Prepare or validate the contract budget, including max liability, line-item structure, and any required budget attachments.

• Identify the appropriate contract pathway (new, renewal, amendment, termination) and plan backwards from deadlines to prevent gaps in service.



Competitive procurement management (RFA/RFGP and related requirements)

• Determine whether the procurement must be competitive and coordinate early with the appropriate procurement/competitive coordinator.

• Support development of competitive documents and packages (e.g., RFA or RFGP) using approved templates and required scoring structure.

• Manage the competitive timeline and logistics, including schedule-of-events coordination, required postings, evaluator coordination (as applicable), and timely submission of required forms.

• Ensure competitive integrity and compliance steps are met (required forms, attachment consistency, and documentation standards).



Caspio Contract Tracking System (active daily use)

• Actively use Caspio to initiate, route, and track contracts across the full lifecycle (new contracts, renewals, and amendments).

• Create and maintain contract records in Caspio, ensuring required fields are complete and accurate (e.g., contract identifiers, vendor, term dates, maximum liability, funding source, competitive status, and key milestones).

• Monitor workflow/status stages in Caspio; respond to “send back” items, correct documentation, and resubmit packages promptly.

• Use Caspio reporting views to identify expiring contracts, prioritize renewals, and track open requests by workflow stage.



Submission to the Service Procurement Office and contract execution support

• Ensure the full submission package is complete and submitted to the Service Procurement Office by scheduled deadlines, including all required forms, endorsements, and attachments.

• Coordinate revisions requested by procurement, legal, fiscal, or leadership to keep execution on track.

• Confirm execution and ensure executed agreements and identifiers are uploaded/recorded in Caspio and communicated to the program team.



Maintain a live contract tracker/report that includes, at a minimum:

• Contract name

• Date request received

• Date submitted to Service Procurement

• Current status

• Execution date

• Key identifiers (as applicable)



Proactively manage the contract lifecycle:

• Initiate new contracts early enough to prevent service gaps,

• Start renewals well before end dates,

• Process amendments to funding, dates, or terms with proper documentation and approvals,

• Support terminations/closeouts as needed and ensure documentation is retained.



Invoice review and payment processing (timeliness + compliance)

• Review contract invoices for accuracy, alignment to contract terms/budget, required documentation, and deliverable requirements.

• Ensure invoices are properly stamped, reviewed, accurately coded, and routed/processed for payment within five business days of receiving the invoice and required supporting documentation.

• Track invoice status using Caspio and follow up on invoices stalled in workflow.



Ongoing monitoring, reconciliation, and reporting

• Maintain monitoring files and/or Caspio/Excel reports to track:

• Cumulative spend and remaining balance,

• Invoicing cadence and late invoices,

• Contract end-date risk and renewal status,

• Issues requiring corrective action.

• Identify and elevate risks early (late invoicing, documentation gaps, overspend risk, end-date risk) with recommended corrective actions.

• Provide routine status updates to program leadership on contract progress, execution timelines, and invoice/payment status.



Program support and stakeholder coordination

• Assist program staff with contract development and submissions by providing templates, guidance, and hands-on coordination from draft through execution.

• Coordinate across program, fiscal, legal, and procurement stakeholders to move contracts through review efficiently and maintain audit-ready documentation.

• Maintain organized contract files (competitive documentation, drafts, approvals, executed agreements, amendments, invoice support) consistent with retention requirements.

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**