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University of Saint Mary · 16 hours ago

Academic Contracts and Operations Coordinator

Leavenworth, KS

Contract

Onsite

New Grad, Entry Level

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas. The Academic Contracts and Operations Coordinator is responsible for managing faculty contracts, ensuring compliance with university policies and regulations, and serving as an administrative assistant to the Provost and Associate VP for Academics.

Higher Education

Responsibilities

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

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

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

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

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

Qualification

Higher education experienceContract managementAttention to detailMicrosoft ExcelOrganizational skillsCommunication skillsProblem-solving skillsTeamworkCritical thinking

Required

Associate degree required

Previous experience in a higher education setting, preferably within Academic Affairs, Human Resources, or an administrative support role

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