Administrative Services Manager

37.5 hours per week; hybrid schedule anticipated (1 day in office, 4 days remote per week).

Statewide travel is required to support in-person site review visits. Mileage or car rental will be reimbursed in accordance with applicable travel policies.

REDCap, Caspio, SharePoint, H drive or shared drives, Excel, Outlook, PowerPoint, and other CEDEP/BGM tracking tools.

Position Summary

The Compliance Administrator supports CEDEP and BGM compliance operations by coordinating subrecipient monitoring activities, maintaining monitoring contact and site review tools, supporting in-person and virtual site reviews, tracking corrective action plans, and maintaining audit-ready documentation. This position requires strong organization, customer-focused communication, database accuracy, and the ability to coordinate logistics and follow-up across CEDEP programs, subrecipients, and internal leadership.

Key Responsibilities 1. Subrecipient monitoring contact management and site visit coordination

Purpose: Ensure CEDEP subrecipient monitoring readiness by maintaining accurate points of contact and a reliable site visit schedule so monitoring activities occur on time, stakeholders are prepared, and compliance reviews are supported without avoidable delays or documentation gaps.

Obtain current monitoring contact information for each subrecipient, including name, role, email, and phone.

Create, maintain, review, and refresh the CEDEP site visit monitoring schedule monthly to reflect priorities, due dates, and leadership direction.

Coordinate comprehensive site visit logistics, including date and time, location or virtual link, agenda, attendees, and required documents.

Support in-person/virtual compliance site reviews, including preparation, documentation, and follow-up items.

Monitor and triage compliance inbox communications, respond to inquiries, and ensure timely follow-up with CEDEP programs and subrecipients.

Deploy and manage pre-site review questionnaires in REDCap for Grant Managers, Program Directors, and Contract Analysts before each review.

Draft and customize site review agendas, including start times, program order, and staff roles, to align internal staff and agency expectations.

Track required document submissions and send reminders to ensure agencies are prepared before reviews.

2. Quarterly monitoring documentation and leadership status reporting

Purpose: Ensure monitoring activity results are consistently documented and communicated so CEDEP leadership has a clear, audit-ready record of subrecipient performance, emerging risks, and next actions each quarter.

Review relevant contract resources to confirm monitoring requirements and expectations for each subrecipient.

Maintain clear documentation that supports follow-up actions, trend identification, and compliance tracking.

Maintain the Final Site Review Reports Tool in REDCap to store final findings, corrective action plans, deficiencies, and follow-up actions.

Take detailed meeting notes during site reviews, format them, and upload documentation to SharePoint for a complete monitoring record.

Collect pre-review fiscal documentation to support review accuracy.

Pull invoices and quarterly reports for each program agency in Caspio before site visits to support verification and discussion during reviews.

3. Contracts compliance follow-up, CAP tracking, and documentation management

Purpose: Maintain CEDEP contract compliance and audit readiness by ensuring active contracts are reviewed for documentation integrity, corrective action plans are pursued and tracked promptly, and renewal, training, and meeting files are accurately stored and retrievable.

Review CEDEP active contracts to confirm alignment with compliance, policy, and procedure requirements.

Document issues and initiate appropriate follow-up tracking.

Send confirmation emails to verify CAP receipt and approval status.

Request and collect missing required documentation and maintain records of completion status.

When requested by program areas, create electronic copies of meeting and training materials and file them.

Maintain and organize the Compliance Team SharePoint folder so site review documents, notes, and reports are properly filed and accessible.

4. Customer-focused coordination, responsiveness, and administrative execution

Purpose: Strengthen CEDEP collaboration and operational effectiveness by providing timely, professional communication, training enablement, and high-quality administrative support that reduces rework, keeps stakeholders informed, and enables monitoring and compliance work to move efficiently.

Respond to CEDEP initiatives, inquiries, and internal or external partner requests within two business days.

Independently complete complex projects with minimal revisions.

Accurately enter information from multiple sources into appropriate databases or tracking tools.

Provide flexible support for special projects and general administrative tasks to meet evolving CEDEP priorities and deadlines.

Coordinate compliance training sessions for CEDEP programs, including scheduling webinars, sending calendar invites, managing access links, and ensuring meeting logistics are in place.

Develop or support PowerPoint presentations highlighting Compliance Team initiatives, tools, and outcomes for statewide audiences.

Travel Requirement

This position must be available to travel across Tennessee to conduct or support site review visits.

Mileage or car rental will be reimbursed in accordance with applicable State travel policies.

Travel may require coordination with CEDEP programs, subrecipients, and internal review teams to align schedules and documentation needs.

Preferred Qualifications

Experience with compliance monitoring, subrecipient monitoring, contract compliance, grants administration, or audit-ready documentation.

Experience coordinating meetings, site visits, training sessions, or multi-stakeholder logistics.

Experience using REDCap, SharePoint, or similar tools to track records, documentation, and follow-up actions.

Strong attention to detail and ability to maintain organized records across multiple systems.

Strong written and verbal communication skills, including the ability to communicate clearly with internal teams, external partners, and leadership.

Strong Microsoft Office skills, including Excel, Outlook, Word, and PowerPoint.

Ability to manage multiple priorities, track deadlines, follow up consistently, and maintain accurate records.

Ability to work independently, exercise sound judgment, and complete assignments with minimal revision.