Position Classification Description

Position Class Code / Title: G0058 / Grad Contracts Rep
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 10

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.


Provides first-line support and assistance to academic units, students, faculty, and staff in the day-to-day application of specified Graduate Studies Assistantship processes, policies, procedures, and documentation. Coordinates the resolution and/or referral of specific policy-or procedural related problems and inquiries. Provides technical support and process navigation assistance to department representatives. Reviews, verifies, and reconciles incoming assistantship documentation; conducts post audit reviews of related processes. This position provides support to university wide (including HSC and Branch Campuses) Graduate Assistantship hires.

Duties and Responsibilities

  1. Processes, monitors, and reviews all incoming and outgoing assistantship contracts and hiring documents for completeness, accuracy, and compliance with established policies and procedures and applicable state and federal regulations.
  2. Reviews, compiles, and updates information pertaining to hiring, termination, special compensation, and/or revisions to assignments for entry into Banner HR/Payroll SystemEnters contract data by into system, resolves data discrepancies, and provides data information by answering questions and requests to department representatives, faculty, and students.
  3. Provides advice and policy interpretation to department representatives, faculty, and students on policy and procedural matters pertaining to graduate student affairs; responds to inquiries and using independent judgement, investigates and resolves problems related to graduate assistantships as needed.
  4. Resolves or assists in the resolution of policy related, process related or procedural problems and/or inquiries received from department representatives, employees and/or applicants.
  5. Researches and analyzes information as necessary and responds to graduate student concerns regarding enrollment and records matters.
  6. Confirms accuracy and integrity of data entered; maintains data in Banner and other databases and ensures updated information is available on a timely basis.
  7. Participates in the development of training materials; tests, trouble shoots and resolves problems in the development and maintenance of specialized Graduate Studies data bases, computer software systems, and electronic filing systems.
  8. Participates in the development and recommendation of procedural improvements.
  9. Participates in the planning and coordination of special projects related to process improvements and sets up focus groups as directed.
  10. Participates in and may deliver presentations at Graduate Studies outreach activities such as new student orientations, and/or other special events.
  11. Advises students in appointments and walk-in sessions regarding issues such as, but not limited to, salary, tuition, and health insurance; refers to Contracts Manager when appropriate.
  12. Disseminates pertinent information, in accordance with applicable laws, regulations, and university policies in accordance with the Family Educational Rights and Privacy Act (FERPA) and Health Information Protection Act (HIPA).
  13. Serves as liaison with various university departments, including Student Health Center, Bursar and Financial Aid Offices, UNM branches, and other employment areas in order to accurately assist students, faculty or staff.
  14. May lead or guide the work of lower graded staff and/or student employees, and provide training as required.
  15. Generates and reconciles reports related to assistantship eligibility.
  16. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 5 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 provide technical guidance and leadership to professional personnel in area of expertise.
  • Ability to verify data input and correct errors.
  • Knowledge of federal, state, and university graduate assistantship hiring guidelines, procedures, systems, and documentation standards.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Skill in the use of personal computers and related software applications.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Ability to analyze and solve problems.
  • Ability to perform complex tasks and to prioritize multiple projects with skills in organizing resources and establishing priorities.
  • Ability to provide training to staff and/or student employees.
  • Database and records management and/or maintenance skills.
  • Knowledge of employment contract preparation and management.
  • Knowledge of college-level student records principles, policies and procedures.
  • Knowledge of computerized student information systems.
  • Ability to complete complex administrative paperwork.
  • Knowledge of student, admission processes, procedures, and standards at the graduate degree level.
  • Knowledge of payroll/personnel administration and/or contractual procedures and documentation.
  • Ability to manage employee data, utilizing an automated human resources information system.
  • Knowledge of high-volume payroll processes and systems.
  • Advanced data entry skills.
  • Knowledge and understanding of a broad range of human resources administrative policies and procedures as applicable to a public university
  • Ability to provide clear technical guidance and instruction to non-technical personnel.
  • Ability to resolve difficult or stressful customer service issues.
  • Strong customer service orientation.
  • Knowledge of legal requirements for the acquisition and retention of employment and/or contract data and documentation.
  • Ability to identify and coordinate the resolution of payroll problems and inaccuracies.

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: 06/14/2019