Academic Contracts and Operations Coordinator

The University of Saint Mary is conveniently located a short 30 minutes drive from Parkville Shawnee Basehor and Kansas City Kansas. USM offer all full-time employees Medical Dental Vision University Paid Basic Life & AD&D Short and Long-Term Disability along with a generous Tuition Remission for the employee spouse and dependents under the age of 24 years old.

THE HISTORY OF THE UNIVERSITY OF SAINT MARY:

The University of Saint Mary is a Roman Catholic liberal arts university located in Leavenworth Kansas just 25 minutes away from Kansas City. For over 100 years the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1400 students at its main campus in Leavenworth its satellite location in Overland Park as well as online.

POSITION SUMMARY:

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 Provosts 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.

ESSENTIAL FUNCTIONS:

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 Registrars 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 Registrars Office processes

Compliance and Documentation:

• Review adjunct applications for appropriate credentialing including verifying masters 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 registrars 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 deans 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

REQUIREMENTS:

• Associate degree required Bachelors 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

TO APPLY:
Submit a cover letter resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.

Questions: email human resources at