University Adjunct Faculty Payroll Coordinator

Job Description

Job Description

• Receive notification of new approved full-time or adjunct faculty from the Chief Academic Officer's Office
• Create a personnel file for new faculty members to be housed in the HR / Payroll Office
• Coordinate the hiring process of new faculty with the Department / Division Chair so that all necessary hiring forms are completed and on file, beginning with a background check.

These steps are completed electronically. I-9 eligibility documentation needs to be presented in person to the payroll department with original documents.

• Input all information into the J1 / ADV and system for work and faculty records so that email credentials are created by the IST Dept.
• Create adjunct agreements for traditional undergraduate (by semester) & non-traditional undergraduate and graduate programs (by month), according to requests received from each department campus wide.
• Work with the Administrative Assistant for the non-traditional programs, to make sure adjunct instructors are not scheduled to teach more total load hours / work hours (9 courses / 27 credit hours) than are allowed per any 12 month look-back period.

This is particularly critical for adjuncts who teach in both our traditional undergraduate programs as well as the non-traditional programs.

These hours should be coordinated on the front end between departments.

Send adjunct and faculty overload agreements electronically to the CAO and adjunct instructor / faculty member using AdobeSign software.

Keep a pending payment folder by month once the agreement is returned.

• Communicate via email payment requirements / installment payment schedule for traditional undergraduate semester.
• Before each payroll cycle, verify that all final grades are entered in J1 as well as verify that attendance has been entered in ELearn for each meeting date of a non-traditional course before including completed agreements for payment in the next payroll cycle.

The attendance entry requirement affects Financial Aid for non-traditional students.

• Process the semi-monthly payroll for FT salaried faculty and adjunct one-time (commission) payments using the Insperity system.
• Manage updates in the J1 / ADV and Insperity systems for full-time faculty for each new academic year if necessary; this includes title changes, salary increases, etc.
• End work records in J1 / ADV and Insperity when either FT Faculty or adjunct faculty leave the university.
• Respond to faculty / adjunct questions as they arise
• Complete the faculty portion of the annual IPEDS report and provide other faculty / adjunct reports as needed
• Process employment verifications for any past / current employee.
• Oversee the process with employees working from other states.
• Be a back-up to the Payroll Specialist when she is gone.
12 days ago