Academic Contracts and Operations Coordinator

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Full Time Staff Clerical MAIN
- Leavenworth, Leavenworth, KS, US

4 days ago Requisition

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 1,400 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 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.

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 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 Docu Sign, 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…