Part-time University Adjunct Faculty Payroll Coordinator - Judson University
Elgin, IL
About the Job
- 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.
Source : Judson University
