Academic Contracts and Operations Coordinator

University Of Saint Mary • Leavenworth, KS

5d

About The Position

The Academic Contracts and Operations Coordinator is responsible for the efficient and accurate processing and management of all adjunct and full-time faculty contracts across the university. This role involves coordinating between academic departments, the Provost's office, and Human Resources to ensure compliance with all university policies, accreditation standards, and state/federal regulations. Additionally, the position serves as an administrative assistant to the Provost/Vice President for Academics and the Associate Vice President for Academics.

Requirements

• Associate degree required, Bachelor’s degree preferred.
• Previous experience in a higher education setting, preferably within Academic Affairs, Human Resources, or an administrative support role.
• Familiarity with faculty appointment processes and academic policies is highly desirable
• Ability to function in a high-paced environment, handling a large quantity of emails and phone calls
• Strong attention to detail and ability to interpret complex documents and policies
• Excellent organizational skills, with the ability to prioritize tasks and meet deadlines
• Proficiency in using university information systems and standard office software (MS Office, data management systems). Intermediate Microsoft Excel, Word, Outlook, and PowerPoint is required
• Ability to work independently as well as in a team environment
• Ability to communicate effectively and professionally with a diverse population of faculty and staff
• Problem-solving and critical thinking skills are needed to work effectively in this position

Responsibilities

• Contract Generation and Issuance: Receive contract request forms and verify against class schedules and department workload
• Ensure faculty files are complete with CV, official transcripts, licenses, and all training are complete prior to issuance of contracts
• Generate and issue formal written employment letters/contracts for new and returning faculty and adjunct faculty, ensuring all stipends and terms (e.g., pay rate per credit hour, duration, specific course assignments, budget codes) are clearly defined
• Ensure all contracts are signed and returned by the faculty member prior to the start of the semester and processed through HR, payroll and the Registrar’s Office processes
• Ensure all contracts are signed and returned by the faculty member prior to the start of the semester and processed through HR, payroll and the Registrar’s Office processes
• Compliance and Documentation: Review adjunct applications for appropriate credentialing, including verifying master's degrees or the minimum required 18 graduate credit hours in the teaching discipline
• Coordinate background checks and ensure all pre-employment steps (e.g., official transcripts, CV, licenses, online orientation, required training) are completed before an individual is approved to teach
• Maintain accurate records of faculty credentials and complete faculty file
• Coordination and Communication: Serve as the primary point of contact for department chairs, Associate VP for Academics, human resources, registrar’s office, and the Provost regarding the contract process, timelines, and any policy inquiries
• Liaison with Human Resources and Payroll to ensure timely processing of new hires and accurate payment
• Communicate with adjuncts, program directors, and division chairs, regarding adjunct contract/employment status, required training, and any changes in enrollment that may impact their contract status or pay
• System Management and Reporting: Utilize university systems (e.g., Adobe DocuSign, Jenzabar, etc) to manage the contract workflow and maintain digital records
• Generate reports on adjunct faculty data for academic reviews, accreditation purposes, external reporting, and internal audits
• Create and maintain digital storage of all current and previous faculty and adjuncts
• Other Administrative Support Duties Assist the Associate VP for Academics and the Provost with day-to-day operations as requested.
• Facilitate student conditional admit processes
• Verify that Syllabi of each course are electronically stored each semester.
• Process semester probation, dismissal, dean’s list, and return to good standing communication with students each semester
• Maintain Provost Emailbox
• Maintain Outlook Calendars for the Provost and Associate VP for Academics

Benefits

• Medical
• Dental
• Vision
• University Paid Basic Life & AD&D
• Short and Long-Term Disability
• generous Tuition Remission for the employee, spouse and dependents under the age of 24 years old

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree