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Position Classification Description

Position Class Code / Title: D0002 / Faculty Services Assistant
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Performs a wide variety of administrative, fiscal, and clerical duties in support of a centralized faculty contracts/services function. Maintains confidential faculty records, processes faculty hiring, employment, and/or payroll documents, and prepares correspondence and reports. Serves as an initial point of contact for numerous faculty members, colleges, and/or departments.

Duties and Responsibilities

  1. Maintains confidential faculty personnel records, files, employment cards, and I-9 documents.
  2. Operates personal computer to compose correspondence, reports, and/or Letters of Academic Title, and to input new faculty curriculum vitae (CVs) into database.
  3. Provides administrative support for the unit such as answering telephones, directing visitors, routing mail, and answering inquiries.
  4. Maintains faculty databases, researches information, compiles statistics, and gathers and computes various data; prepares special reports, summaries, and/or replies to inquiries.
  5. Processes various hiring, compensation, and/or payroll documents; performs on-line human resources system (HRS) data entry.
  6. Prepares and distributes faculty identification cards for temporary hires and replacement of lost cards.
  7. Researches and prepares faculty employment verifications, as appropriate.
  8. May produce faculty section of regular Regent's Agenda, including new hires, leaves, and terminations, as appropriate to the individual position.
  9. Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
  10. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to gather data, compile information, and prepare reports.
  • Records maintenance skills.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of customer service standards and procedures.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • Database management skills.
  • Ability to supervise and train assigned staff.
  • Word processing and/or data entry skills.
  • Knowledge of computerized information systems used in human resources applications.
  • Ability to maintain confidentiality of records and information.
  • Ability to prepare routine administrative paperwork.
  • Receptionist skills.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017