Contracts Coordinator, Financial Information Office: Haslam College of Business - UTK

This position is responsible for mitigating institutional risk related to all types of contractual agreements. As our college functions with a central business office instead of having Business Managers in each unit, this position is critical to the college ensuring that contracts are properly processed, executed according to agreed terms, funded timely, and managed in compliance with relevant fiscal policies. The role provides administrative coordination through the entirety of the contracting process, compliance review, and financial and administrative service to the HCB community for contract related functions. Additionally, this position continually looks for ways to strengthen internal processes through developing and administering trainings and identifying areas for process improvement. This position reports to the Partnerships & Scholarships Manager and will serve as primary backup support for coordination of sponsored projects. The Contracts Coordinator has contracts policy/procedure expertise, increased accountability, and accomplishes work independently with foresight to escalate issues to the supervisor when appropriate.

• Manage the HCB Contracts general email account - respond to daily inquiries regarding contracts and sponsored projects; take proper action on inquiries requiring research, processing, or execution of contract or related payments
• Work with departments to confirm requested services are necessary and cannot be performed satisfactorily and economically by available university resources and/or existing agreements.
• Determine whether services are biddable and should be procured through the purchasing department of the campus or institute.
• Determine and proceed with the appropriate contracting method: competitive, noncompetitive, or informal agreement.
• Draft contracts, using the university’s standard contract form, whenever possible for the standard terms and conditions; Or review proposed contracts from associated vendors/organizations.
• Submit the contract through the appropriate review and approval process; Work in partnership with the UTK Contracts Office and other supporting units to successfully execute agreements.
• Ensure that the services have been performed satisfactorily before approving a request for payment.
• Upon request and/or completion of contracts, determine appropriate payment method and process payments in compliance with university policy and contract terms.
• Coordination of sponsored projects with specific responsibilities critical to the success of the sponsored projects lifecycle, including:
  • Preparation of proposals, budgets, and justifications
  • Enter and route proposal information in Cayuse or other designated university system
  • Assist with proposal/award communications between ORIED, HCB FIO, and Faculty PIs
  • Monitor award account creations and expenditures through electronic ledger reconciliations
  • Prepare statements of final charges for supervisor's review/submission
  • Prepare sponsored project reporting upon request
• Regularly review expenditure data to determine if allowable, allocable, and consistently applied.
• Evaluate terms and conditions for efficient and compliant contract and account management.
• Manage numerous and competing deadlines to ensure contractual terms and conditions are met and the University is not exposed to financial liability due to missed deadlines.
• Develop, prepare, and maintain closeout of reports, financial documentation, and related work papers that accurately represent financial expenses to contractors and/or sponsors per University fiscal policy and sponsor guidelines.
• Participate and assist with internal and external audit related issues.
• Assist in the preparation of related training materials and the organization of workshops to provide guidance to Principal Investigators, Business Managers, and other departmental staff on contracts and sponsored projects policies/procedures.
• Stay abreast of Federal, State, and University regulations related to contract and research issues
• Prepare regular reporting on active/pending contracts and associated payment status; Prepare customized managerial and financial reports for supervisor and Budget Director.

Required Qualifications

• Education:
  • Bachelor’s degree required
• Experience:
  • 3 years of accounting, contracts, or related administrative work experience
• Knowledge, Skills, Abilities:
  • Ability to communicate effectively, including active listening skills, plus the ability to work with a diverse group of faculty, staff, administrators and other stakeholders.
  • Ability to prioritize and manage a high-volume of complex projects simultaneously to meet constant deadlines in a fast-paced environment with changing priorities.
  • Ability to be detail-oriented with strong organizational and problem-solving skills.
  • Ability to be flexible, have sound judgment with an open and collaborative style of work that encourages teamwork and cooperation.
  • Ability to provide excellent customer service with a commitment to exceptional quality.
  • Ability to think analytically, quantitatively, creatively, and strategically and to work with ambiguity.
  • Skill to be an independent thinker with professional skepticism.
  • Ability to be a team player who works well collectively and collaboratively with colleagues to achieve common goals.
  • Knowledge of Microsoft Office.
  • Ability to work with faculty and other researchers on budget development, budget revisions
  • Ability to read and review contracts with federal, state, private and industry terms/conditions
  • Ability to draft appropriate contractual language
  • Ability to recognize unacceptable contract language and recommend acceptable contract clauses

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment visa status.

Preferred Qualifications

• Experience:
  • 3 years experience working in Contracts and/or Research Administration
• Knowledge, Skills, Abilities:
  • Knowledge of contract/research administration issues including financial management and the ability to interpret and communicate federal, state, and local laws and regulations related to contract/research administration operations, policies, and procedures.
  • Knowledge of UT fiscal, human resource, and research policies
  • Knowledge of Uniform Guidance, Federal Acquisition Regulations, and granting agency requirements.
  • Experience with IRIS, Cayuse, ESM and PowerBI

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits

• UT market range: MR07
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions:

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter
• List of 3 Professional References

About The College/Department/Division:

The Financial Information Office (FIO) serves as the Central Business Office for the Haslam College of Business providing budgetary and financial administrative service, human resources management, and fiscal policy guidance.

FIO is dedicated to supporting the faculty, staff, and students of the Haslam College of Business. Our mission is to offer financial guidance, operations support, strategic leadership, and educational resources, facilitating connections between the college and university partners. We operate with a proactive, service-oriented approach, ensuring that our efforts align with the college's priorities, university policies, and fundamental accounting principles. Our team is committed to nurturing a culture of engagement and excellence built upon the core values of integrity, accountability, innovation, and professionalism.

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!