Administrative Services Manager

Job title:Administrative Services Manager

Location:Nashville, Tennessee   

Duration: 12 months

Description:

Key Responsibilities

1. Contract planning and intake

Purpose: Ensure contract requests are complete, allowable, properly scoped, and planned early enough to prevent service gaps.

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

·       Develop or support development of scopes of service and ensure alignment with program intent, grant or appropriation allowability, and state contracting requirements.

·       Prepare or validate contract budgets, including maximum liability, line-item structure, and required budget attachments.

·       Identify the appropriate contract pathway, including new contract, renewal, amendment, termination, or closeout.

·       Plan backward from deadlines to keep contract work moving and prevent gaps in service.

2. Competitive procurement management

Purpose: Support competitive procurement integrity and timely completion of RFA, RFGP, and related requirements.

·       Determine whether procurement must be competitive and coordinate early with the appropriate procurement or competitive coordinator.

·       Support development of competitive documents and packages using approved templates, required scoring structure, and attachment standards.

·       Manage competitive timelines and logistics, including schedule-of-events coordination, required postings, evaluator coordination when applicable, and timely submission of required forms.

·       Ensure required forms, attachment consistency, documentation standards, and other competitive integrity steps are completed.

3. Caspio contract tracking and workflow management

Purpose: Maintain accurate, current contract records and use Caspio to actively manage work across the contract lifecycle.

·       Use Caspio daily to initiate, route, and track new contracts, renewals, amendments, and related contract actions.

·       Create and maintain contract records with complete and accurate required fields, including identifiers, vendor, term dates, maximum liability, funding source, competitive status, and milestones.

·       Monitor workflow and status stages, 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.

6. Invoice review, payment processing, and monitoring

Purpose: Support timely payment while ensuring invoices align with contract terms, budgets, deliverables, and documentation requirements.

·       Review contract invoices for accuracy, alignment with contract terms and budget, required documentation, and deliverable requirements.

·       Ensure invoices are properly stamped, reviewed, accurately coded, and routed for payment within five business days of receiving the invoice and required support.

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

·       Maintain monitoring files or Caspio/Excel reports to track cumulative spend, remaining balances, invoicing cadence, late invoices, contract end-date risk, renewal status, and issues requiring corrective action.

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

7. Program support, stakeholder coordination, and recordkeeping

Purpose: Provide hands-on contract support and maintain audit-ready files across the contract lifecycle.

·       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, procurement, and leadership stakeholders to move contracts through review efficiently.

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

·       Maintain organized contract files, including competitive documentation, drafts, approvals, executed agreements, amendments, invoice support, and related records consistent with retention requirements.

Preferred Qualifications

·       Experience with contract development, procurement coordination, invoice review, contract monitoring, or fiscal administration.

·       Experience using Excel trackers, SharePoint, or similar tracking systems to manage deadlines and documentation.

·       Ability to interpret contract requirements, budgets, scopes of service, and invoice support documentation.

·       Strong attention to detail and ability to maintain audit-ready records.

·       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.

·       Experience using databases, tracking tools, SharePoint, or similar systems to manage work and documentation.