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Administrative Services Manager
Location: Nashville, TN -Hybrid
Duration: 12+ Months Contract
Grant Contract Analyst Duties:
1) 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.
2) 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).
3) 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.
4) 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.
5) 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.
6) 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.
7) 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.
8) 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.