Adjunct Faculty Services Coordinator

Job Description

The Adjunct Faculty Services Coordinator at Lyceum College is responsible for managing the administrative and operational processes related to adjunct faculty and Independent Contractors (ICs).

This role ensures the smooth onboarding, documentation management, and claims processing for all part-time academic staff.

Acting as the primary liaison for adjunct faculty, the Coordinator provides ongoing support, facilitates clear communication, and ensures compliance with institutional policies, legal requirements, and industry standards.

1. Onboarding and Orientation of Adjunct Faculty (30%)

1. Contract and Documentation Management
   1. Prepare, issue, and renew contracts for adjunct faculty and Independent Contractors (ICs), ensuring compliance with Lyceum College policies and legal requirements.
   2. Collect and verify necessary documents such as qualifications, identification, and banking details during onboarding.
   3. Maintain a secure database of adjunct faculty records, ensuring confidentiality and easy retrieval.
   4. Ensure that all contract processes adhere to institutional policies, updating procedures as necessary.
2. Orientation
   1. Develop and implement an onboarding program that familiarizes adjunct faculty with institutional policies, teaching expectations, and available resources.
   2. Coordinate access to institutional systems, including email, the learning management system (currently Moodle), and any other systems as may be required.

2. Claims Processing (35%)

1. Claims Management
   1. Establish a structured process for receiving monthly claims from adjunct faculty, ensuring submissions are timely and accurate.
   2. Vet submitted claims for accuracy, verifying work done and addressing discrepancies by liaising with adjunct faculty.
   3. Collaborate with department heads for the approval of claims and submit them to the HR team for payroll processing.
2. Payroll Documentation
   1. Collect and manage all HR-related documents required for payroll processing, ensuring compliance with payroll and legal requirements.
   2. Oversee the timely submission and storage of all adjunct faculty contracts and claims in a centralized system.

3. Communication and Support (15%)

1. Faculty Liaison
   1. Serve as the primary point of contact for adjunct faculty regarding all administrative enquiries, contracts, and claims processing.
   2. Establish clear communication protocols to ensure adjunct faculty are well-informed about administrative processes and deadlines.
   3. Address adjunct faculty queries promptly, escalating more complex issues to relevant departments when necessary.
2. Feedback Collection
   1. Collect feedback from adjunct faculty regarding administrative processes and use insights to improve efficiency and satisfaction.
   2. Regularly engage with adjunct faculty to ensure their needs are met and processes are optimized.

4. Administrative Oversight and Compliance (15%)

1. Compliance Monitoring
   1. Monitor adherence to institutional policies and any legislative and regulatory requirements related to the administration of adjunct faculty.
   2. Conduct periodic audits of contracts, claims, and documentation to ensure compliance and efficiency.
2. Policy Updates
   1. Stay informed about changes in legislation, higher education policies, and best practices related to adjunct faculty management.
   2. Communicate any changes to relevant stakeholders and update internal processes accordingly.
3. Training and Development
   1. Organize and conduct training for adjunct faculty on administrative procedures, systems usage, and policy changes as necessary.

5. Ad-hoc Duties and Continuous Improvement Initiatives (5%)

1. Project Management
   1. Lead special projects aimed at improving adjunct faculty services, such as implementing new digital systems or re-engineering administrative processes.
   2. Coordinate with cross-functional teams to execute projects and meet deadlines.
2. Continuous Improvement
   1. Identify opportunities for enhancing administrative processes related to adjunct faculty onboarding, support, and claims processing.
   2. Implement initiatives to streamline workflows, improve compliance, and increase satisfaction among adjunct faculty.

Requirements

REQUIREMENTS OF THE JOB:

1. Bachelor's degree in Business Administration, Education, Human Resources, or a related field.
2. Minimum of 3 years of experience in academic administration, with specific experience in managing adjunct faculty, Independent Contractors, or similar roles.
3. Familiarity with contract management, payroll processing, and compliance with legislative and regulatory prescripts related to educational institutions.
4. Strong organizational and project management skills, with attention to detail and the ability to manage multiple tasks simultaneously.