Adjunct Faculty Services Coordinator

Lyceum College; Gauteng; On-site; ZAR 200,000 - 300,000; Full time

Job summary

Lyceum College seeks an Adjunct Faculty Services Coordinator to oversee administrative processes for adjunct faculty. The role involves onboarding, claims processing, compliance monitoring, and providing support to part-time academic staff while ensuring adherence to policies and legal requirements.

Benefits

Professional development opportunities

Supportive work environment

Health benefits

Qualifications

• Minimum 3 years of experience in academic administration managing adjunct faculty or similar roles.
• Familiarity with contract management and payroll processing.

Responsibilities

• Manage onboarding and documentation for adjunct faculty.
• Process claims and oversee payroll documentation.
• Provide administrative support and compliance monitoring.

Skills

Organizational skills

Project management

Attention to detail

Multitasking ability

Education

Bachelor's degree in Business Administration, Education, Human Resources, or a related field

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.

Onboarding and Orientation of Adjunct Faculty

• Contract and Documentation Management: Prepare, issue, and renew contracts for adjunct faculty and ICs, ensuring compliance with Lyceum College policies and legal requirements.
• Collect and verify necessary documents such as qualifications, identification, and banking details during onboarding.
• Maintain a secure database of adjunct faculty records, ensuring confidentiality and easy retrieval.
• Ensure all contract processes adhere to institutional policies, updating procedures as necessary.

Orientation

• Develop and implement an onboarding program that familiarizes adjunct faculty with institutional policies, teaching expectations, and available resources.
• Coordinate access to institutional systems including email, the learning management system (currently Moodle), and other required systems.

Claims Processing

• Claims Management: Establish a structured process for receiving monthly claims from adjunct faculty, ensuring submissions are timely and accurate.
• Vet submitted claims for accuracy, verify work done, and address discrepancies by liaising with adjunct faculty.
• Collaborate with department heads for claim approval and submit them to HR for payroll processing.

• Payroll Documentation: Collect and manage all HR-related documents required for payroll, ensuring compliance and timely submission.
• Oversee the timely storage of all contracts and claims in a centralized system.

Communication and Support

• Serve as the primary contact for adjunct faculty regarding administrative inquiries, contracts, and claims.
• Establish communication protocols to keep faculty informed about processes and deadlines.
• Address queries promptly and escalate complex issues when necessary.

Feedback Collection

• Gather feedback from adjunct faculty on administrative processes and use insights for improvements.
• Engage regularly with faculty to ensure their needs are met and processes are optimized.

Administrative Oversight and Compliance

• Compliance Monitoring: Monitor adherence to policies and legislative requirements, conducting audits for compliance and efficiency.
• Policy Updates: Stay informed on legislative and policy changes, communicating updates and revising internal processes accordingly.

Training and Development

• Organize and conduct training sessions for adjunct faculty on administrative procedures, systems, and policies.

Ad-hoc Duties and Continuous Improvement Initiatives

• Project Management: Lead projects to improve adjunct faculty services, such as implementing new digital systems or reengineering processes.
• Coordinate with teams to execute projects and meet deadlines.
• Identify opportunities for workflow enhancements to streamline onboarding, support, and claims processes, aiming to improve compliance and satisfaction.

Requirements

• Bachelor's degree in Business Administration, Education, Human Resources, or a related field.
• Minimum of 3 years of experience in academic administration, specifically managing adjunct faculty or similar roles.
• Familiarity with contract management, payroll processing, and compliance with educational legislation.
• Strong organizational and project management skills, with attention to detail and multitasking ability.