Position Classification Description

Position Class Code / Title: D1005 / Faculty Services Rep
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 11

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.


Oversees and coordinates the administrative aspects of faculty contract processing, including evaluation and generation of new and revised contracts, new faculty orientation, and payroll processing. Provides advice and guidance to senior faculty and administrative staff on a wide range on faculty hiring and faculty affairs matters, as appropriate to the position.

Duties and Responsibilities

  1. Assists department chairs and university administrators with the administrative process of faculty recruitment and hire; reviews and approves national notices advertising vacant faculty positions, recruitment documents, and offer letters.
  2. Processes contracts for new faculty based on the offer letter and department/dean contract request while ensuring compliance with the university's faculty governance manual.
  3. Maintains ongoing in-house faculty databases; performs day-to-day Human Resource System (HRS) data entry on new and/or renewal faculty; monitors reports from computing center; provides reports as requested.
  4. Assists with and/or processes other faculty-related paperwork including sabbatical leave requests, sick leave approvals, leave without pay notifications, promotions, tenure decisions, and payroll documents.
  5. Conducts orientation for new faculty; responds to questions and/or requests regarding insurance, retirement, and other university benefits.
  6. Assists in conducting training and informational workshops regarding faculty matters for college and department administrators.
  7. Advises, drafts policies and procedures, and/or makes recommendations to management regarding any and all faculty hiring procedures.
  8. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 6 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

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Knowledge of contract documents and specifications.
  • Records maintenance skills.
  • Ability to process computer data and to format and generate reports.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • Database management skills.
  • Knowledge of classified advertising availability and procedures.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Knowledge of computerized information systems used in human resources applications.
  • Ability to maintain confidentiality of records and information.
  • Ability to complete moderately complex administrative paperwork.
  • Skill in developing policy and procedure documentation.
  • Skill in developing and conducting employee information/orientation sessions.
  • Knowledge of organizational structures, workflow and operating procedures.
  • Ability to develop and present educational programs and/or workshops.
  • Ability to analyze processes and make recommendations for improvements.
  • Strong skills in computer usage both mainframe and PC with emphasis in ACCESS, EXCEL, LOTUS 123 and WORD.
  • Knowledge of the structure, policies and procedures of University faculty and staff governing bodies.

Distinguishing Characteristics

    Position requires: a) coordination, review, and quality control of individual faculty recruitment programs for compliance with faculty employment policies, regulations, procedures, and best practices; b) processing faculty contracts in compliance with the University's faculty governance manual; c) maintaining a specialized database and generating reports; d) conducting faculty orientation and training sessions regarding faculty human resource policies and procedures; e) acting as an information and interpretive resource on faculty employment, compensation, and related issues; f) participation in the development and revision of faculty employment policies and procedures.

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