Research Contracts & Invoice Analyst: Center for Transportation Research, Nashville - UTK
University of Tennessee at Martin
Salary undisclosed
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Description
- Review all incoming invoices for financial accuracy, eligibility, and funding availability within ten (10) business days of receipt.
- Forward reviewed invoices to lead staff and the Research Supervisor for approval, ensuring all required documentation is complete.
- Process approved invoices by entering them into Edison within five (5) business days.
- Use established invoice checklist to verify accounting accuracy and compliance with TDOT finance standards.
- Monitor, update, and audit the contract and invoice tracking sheet on an ongoing basis to ensure accuracy and workflow transparency.
- Prepare new contracts and contract amendments within ten (10) business days of receiving the request.
- Ensure all contract amendment processes comply with applicable FHWA regulations and TDOT standards.
- Monitor, update, and audit the contract tracking spreadsheet on an ongoing basis to reflect accurate, real-time contract and amendment status. Maintain organized and complete contract documentation to support workflow accuracy and compliance.
- Enter all contracts and amendments into Edison accurately and promptly following approval.
- Communicate frequently with internal and external stakeholders to provide updates on contract and amendment status, pending actions, or required information.
- Respond to all incoming communication from consultants, grantees, internal staff, and external partners within one (1) business day.
- Conduct quarterly reviews focused specifically on late invoices, working collaboratively with grantees and the Research Office to identify root causes and corrective actions as needed.
- Identify invoices that may become late and proactively escalate concerns to the supervisor.
- Collaborate closely with internal TDOT staff and external partners (Research Office, grantees, other divisions) to resolve issues, answer questions, and support overall program compliance and effectiveness.
- Attend weekly Research Meetings to remain informed on program updates, workflow changes, and priority actions.
- Complete a minimum of twelve (12) hours of professional training each year to maintain proficiency in TDOT systems, processes, and evolving program requirements.
- Prepare and deliver at least one internal training or informational session each year to support staff development, workflow improvements, or procedural updates.
Qualifications
Required Qualifications
High school diploma with 5 years of experience in contract management, invoice processing, program administration, grant management, finance, and/or similar administrative/financial functions.
Strong verbal and written communication skills
Microsoft Office Excel skills or ability to learn database software to track/forecast financials
Strong attention to detail for documentation accuracy, deadlines, and auditing invoices
Ability to collaborate with internal and external partners while maintaining a high level of customer service
Knowledge of compliance requirements for grants processes and financial documentation, auditing practices, and contract administration procedures.
Ability to apply structured procedures and checklists consistently to maintain high-quality standards
Ability to manage and adjust to competing priorities
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-based visa status.
Preferred Qualifications
Associate’s degree in business, accounting, finance, public administration, management or a related field with 3 years of experience in contract management, invoice processing program administration, grant management, finance, and/or similar administrative/financial functions.
Or a bachelor’s degree in public administration, business administration, accounting, finance, project management, or a related field with 1 year of experience in contract management, invoice processing, program administration, grant management, finance, and/or similar administrative/financial functions.
Experience with reviewing invoices or financial documents for accuracy, compliance, and grant funding eligibility.
Preparing or processing contracts, amendments, or official administrative documents. Maintaining tracking systems, spreadsheets, or audit logs.
Managing multiple deadlines in a structured workflow.
Work Location
Location: Nashville, TN
Hybrid
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
About The Department
The Center for Transportation Research (CTR) is part of the Tickle College of Engineering at The University of Tennessee, Knoxville. CTR researchers and staff members work with the Tennessee Department of Transportation, the Tennessee Highway Safety Office, and many other partners to improve transportation and promote the safe and efficient transport of goods and people.
Benefits
- UT market range: MR07
- Find more information on the UT Market Range structure here
- Find more information on UT Benefits here
- Resume
About this role
The Center for Transportation Research needs someone to manage the financial and contractual backbone of its operations—processing invoices and contracts with precision while keeping multiple stakeholders aligned. You'd spend your time reviewing incoming invoices for accuracy and funding eligibility, entering approved documents into the Edison system, preparing new contracts and amendments, and maintaining detailed tracking spreadsheets that reflect real-time status. The role demands close collaboration with TDOT staff, grantees, and internal teams, often requiring you to communicate updates, resolve issues, and escalate concerns within tight deadlines. You'll also conduct quarterly audits of late invoices and attend weekly program meetings to stay current on workflow changes.
This position suits someone with at least five years in contract management, invoice processing, grants administration, or related financial and administrative work. You need strong Excel skills (or the ability to learn database software quickly), meticulous attention to detail, and the ability to apply checklists and procedures consistently across competing priorities. Knowledge of grant compliance requirements and auditing practices is essential. An associate's or bachelor's degree in business, accounting, finance, or public administration would strengthen your candidacy, though the role is open to high school graduates with sufficient relevant experience.
Based in Nashville, this is a full-time, in-office position with the University of Tennessee system. The role includes expectations for twelve hours of annual professional development and delivering at least one internal training session per year to support ongoing program effectiveness.
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Pay for this role
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