Expedite Talent Solutions · 12 hours ago
Administrative Services Manager
Nashville, TN
Full-time
Onsite
Senior Level
5+ years expExpedite Talent Solutions is seeking a Grant Contract Analyst for the Tennessee Department of Health's Office of Primary Prevention. The analyst will manage subrecipient grant contracts awarded through the Centers for Medicare & Medicaid Services (CMS) Rural Health Transformation Program, ensuring compliance and effective contract lifecycle management.
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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 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
Contract tracker and lifecycle management (Caspio or Excel)
Maintain a live contract tracker/report that includes, at 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
Qualification
Required
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
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
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
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
Four years of increasingly responsible professional administrative services experience with the State of Tennessee
Company
Expedite Talent Solutions
Expedite Talent Solutions is a minority- and woman-owned firm delivering agile staffing, project outsourcing, and professional services to clients across the Healthcare, Commercial, and Public Sectors.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Sandeep Singh
Associate Director / Sr. Client Partner
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