1. Creating a Staff Requisition
Purpose
Department creation of UNMJobs requisitions for Staff positions.
Applicability
Hiring Coordinators who are responsible for the administrative oversight of Staff requisitions.
Prerequisites
Request Hiring Coordinator access via the Banner Authorization Requests (BAR) system.
Procedure
Before creating a new requisition, review the Recruitment Process Guide for an overview of the entire recruitment and hiring process. It is important to be aware of all the requirements, policies, and steps involved before beginning the process.
If you would like Talent Acquisition’s assistance posting your requisition (and/or other Recruiting & Hiring Services), use the Smartsheet form here, which outlines the costs associated with the different service options.
Before proceeding with a competitive posting, we encourage you to consider candidates currently available through UNM’s Term Retention Initiative (TRI). Learn more at the program website here: https://hr.unm.edu/tri . You may also post competitively and review the relevant talent pool(s) in parallel. Please reach out to clientsv@unm.edu with any questions about the TRI.
Helpful Hints Before You Get Started
Start with a new requisition template each time you post a position to ensure that the most current information will appear in your posting. Do not create a copy of an older requisition.
Having multiple tabs open in UNMJobs at once may cause you to be logged out and lose your work, so we do not suggest having an old req open in one tab and a new one in another tab. To reference a previous requisition, you can:
Copy and paste the information you need into a Word document to transfer into your new requisition.
Take a screenshot of the information you need using the Snipping Tool.
Save your previous requisition as a PDF.
Please note that if you need to make any changes to a requisition once it has been posted, a new requisition may be required if anyone has applied (For Best Consideration Dates can be extended by contacting your HR Analyst or staffrecruiting@unm.edu). Please check the details of your posting carefully before submitting it and while you work with your HR Analyst to ensure all information is accurate.
Save your requisition often to avoid losing progress. You must fill in all required fields (*) before the system will allow you to save. If unable to save, scroll to the top of the requisition to see if there is an error message in red. The error message will indicate what required information is missing and must be entered prior to saving.
Do not fill out the following sections for Staff postings:
Student Requisition Details
Faculty Requisition Details
UNMTemps Requisition Details
Attachments should be uploaded as PDFs only and file names cannot be longer than 50 characters.
To verify if the position classification you are posting requires additional approval, see Classification Approval Process Prior to Posting, which also outlines how to make an approval request when required. Once approval from the designated centralized unit is received, attach the email approval in the Attachments section as described below.
Log into UNMJobs
Go to https://unmjobs.unm.edu/ .
Click on the turquoise box and log in using your UNM credentials. We suggest bookmarking the page for easier access later.
Add Requisition
Once in UNMJobs, from the Navigation bar, hover over Recruit, and click Manage Requisition.
Click Options and then Add Requisition.
Select Position Classification and Requisition Template
In the Create Requisition screen, in the General Tab, select the appropriate Job Title by clicking on the icon from the Position Class field.
A pop-up window will display all faculty, staff, and student position classifications. To select a title, enter the position class code in the ID search box and click Search. (To find the position class code, refer to the first line of the Position Classification Description). You can also search by Title and click Search.
Once you have found the correct job title, click on it to populate information into the Job Title field.
Next, select the Requisition Template using the search icon .
Select the Requisition Template that matches the Job Title you have chosen and be sure that the Description says Staff Requisition Template.
Note: If posting an On-Call position, do not select “On Call Staff” as the Job Title or Requisition Template. To post an On-Call position, select the Job Title and Requisition Template for the specific Staff job title for which you are hiring, and then choose On-Call for Staff Type under the Details section later in the requisition creation process.
Details Section
The table below contains the fields listed in the Details Section with notes as to how to use them. Remember that not all fields will be used for Staff requisitions and that you must fill in all required fields (*) before saving. You may want to fill in all required fields first, save your progress as a Draft, and then fill the remaining Staff-related fields before submitting.
Field Name | Notes |
|---|---|
Display Job Title * | You may use the Position Classification title or a Working Title here. The Working Title cannot be another established position title from the Position Classification Description listing. If you would like to use a working title, please review HR Compensation’s Working Title Guidance. |
Employment Area * | Should say Staff, if the correct Requisition Template has been selected. Confirm before proceeding and change the Requisition Template at the top of the page if needed. |
Primary Location * | Select the correct Hiring Department (org code). Choose the org code that the new hire will be hired into. Ask your HR Analyst after submitting the requisition if you have any questions or need guidance on specific situations. |
Additional Location(s) | Add if applicable |
Grade, Cost Center, Contact Phone | Skip these fields. They are not used for Staff requisitions. |
Employment Type * | Should say Staff, if the correct Requisition Template has been selected. Confirm before proceeding and change the Requisition Template at the top of the page if needed. Choose Full Time or Part Time button as appropriate. |
Currency * | Leave as is. (Should say United States Dollar). |
Compensation * | Leave as is. (This field will auto-populate based on the Job Title and Requisition Template selected. The HR Analyst reviewing your requisition will reach out to you if any changes need to be made based on FTE and salary.) |
Range | Leave as is. (Minimum to Midpoint salary range for the grade will auto-populate.) |
Referral Bonus | Skip this field. It is not used for Staff requisitions. |
Applicant View Salary | Enter the salary range that should be displayed on the job ad. HR’s recommendation is to post a range from minimum to midpoint for the grade (refer to the Range field and the current Staff Salary Structure). If the Applicant View Salary entered is different from the Range field, or if this field is left blank, the HR Analyst reviewing your requisition will ask you to confirm. |
Position Class Minimum Qualifications | Auto-populated from Position Classification Description. |
Exempt/Non-Exempt | Leave as is. (This field will auto-populate based on the template selected. The HR Analyst reviewing your requisition will reach out to you if any changes need to be made based on FTE and salary.) |
LoboTime Clock Only User | Check if department is a LoboTime Clock Only user. |
Background Check Required (Temp/On-Call) | Background checks for Temporary and On-Call positions will be determined by the hiring officials in conjunction with the criteria outlined in UAP 3280: Background Checks, Section 2, Safety and Security Positions. For Temporary and On-Call positions, please review the policy and select Yes or No accordingly. However, if the On-Call or Temporary classification being used requires a background check as a Condition of Employment as outlined in the Position Description Classification, select Yes. All regular Staff positions (including term and contract) will require background checks. Select Yes for this field if your position is a regular Staff position, including term and contract. See here for additional information on background checks. |
Campus * | Choose from drop-down. |
Appointment Percent (0 to 100) * | Enter appointment percentage (0 to 100) |
Type of Duration | Choose from Open Until Filled or Hard Close.
|
Duration of Posting | Enter the length of time (in days or weeks) until the desired Best Consideration Date or Hard Close Date. Minimum posting lengths are listed below.
Note: For Best Consideration Dates and Hard Close dates cannot fall on a weekend or a holiday because there is no technical support available for candidates in the event of any technical issues. |
For Best Consideration Date | Leave blank & enter desired length of posting in the Comments field. |
Posting Type * | Choose from drop-down. |
Non-Competitive Exception | Choose from the drop-down menu if the requisition is for a non-competitive hire. Refer to UAP 3210, Section 5 more information on alternative appointments.
|
Conditions of Employment | Auto-populated from Position Classification Description. |
Application Instructions | Clearly indicate the documents the applicant should attach for a complete application and any additional instructions they should follow. |
Advertising Resources | List advertising resources being utilized for this recruitment excluding the sites listed below. For more Job Advertising Services information, visit the Staff Resources page under the Recruiting Resources tab on the UNMJobs main menu. |
Jobing.com Posting | Free advertising resource. See details on the UNMJobs Initiated Advertising page. |
HigherEdJobs.com Posting | Paid advertising resource. See details on the UNMJobs Initiated Advertising page. |
HigherEdJobs.com Inclusive Workplace Email (requires HigherEdJobs.com posting) | Paid advertising resource. See details on the UNMJobs Initiated Advertising page and note that the http://HigherEdJobs.com posting must be selected in order to use this option. (Previously HigherEdJobs.com Diversity & Inclusion Email) |
HigherEdJobs.com Product and Cost Information | If utilizing a HigherEdJobs.com advertising, costs may apply. Visit UNMJobs Initiated Advertising for product and applicable cost information. |
Primary Index for Recruitment Costs * | Enter N/A or provide index number. You must provide the index number if requesting paid advertising. |
Index for Background Check/Fingerprinting | if applicable |
Account Code for Background Check/Fingerprinting | if applicable |
Department Contact Name (Last, First) * | Enter the name of the person with whom the HR Analyst should follow up with regarding your requisition and the associated hiring request(s). If you would like anyone else in your department to be copied on the correspondence, note in the Comments field. |
Department Contact Phone * | Enter Department Contact’s phone number. |
Department Contact Email * | Enter Department Contact’s email address. |
Comments | Use this field for the following:
|
Eligible for Hiring Incentive: | Choose from drop-down. When “Yes” is selected, it will include a pre-populated statement. For more information on Hiring Incentives, refer to the Hiring Incentive Program webpage. |
Eligible for Remote Work: | Choose from drop-down. |
Remote Work Statement | Used for communicating to prospective candidates the type of remote work the department is considering (hybrid, in-state remote, out-of-state remote). The requisition template includes a pre-populated statement, which you may remove or edit as needed. If your position is eligible for remote work, you should include those details in your posting for better transparency to prospective applicants. If your position is not eligible for remote work, you may remove the pre-populated statement. Only employees designated exempt under the provision of the Fair Labor Standards Act (FLSA) are eligible to request Out-of-State Remote Work. Part-time employees in an exempt position, but who are non-exempt due to FLSA rules, are also not eligible for Out-of-State Remote Work.
Refer to the Remote Work Program page and University Administrative Policy 3215: Remote Work for more information. |
STUDENT REQUISITION DETAILS - | The field Student Type applies to student requisitions only. Do not enter anything in this field for a Staff posting. |
STAFF REQUISITION DETAILS - | The fields Staff Type through HR Consultant apply to Staff requisitions only and should be reviewed/filled out for Staff requisitions. Additional details on each field are below. |
Staff Type | Choose from drop-down (options listed below). For more information on Staff types, see UAP 3200: Employee Classification.
Note: Once the requisition has been posted and candidates have applied, if the Staff Type needs to be changed, a new requisition may be required. If you have questions about the appropriate Staff type at the posting stage, please discuss with your HR Analyst or email staffrecruiting@unm.edu. |
Salary Grade | Auto-populated |
Term End Date | This field is applicable to Term positions only. If applicable, enter date or text (Examples: 6/30/2025 or “one year from date of hire”). Using verbiage such as One year from date of hire, rather than a specific date (if possible), will allow for more flexibility based on the timing of the hire. |
Additional Requirements for this position | Enter any specific, special requirements for this position, if not listed in the Position Classification Description.
|
Shared Service Center Requested | Select Yes or No. |
HR Consultant | Choose from drop-down. Find your HR Consultant here. |
FACULTY REQUISITION DETAILS - | The fields Faculty Type through CIP Code apply to faculty requisitions only. Do not enter anything in these fields for a Staff posting. |
UNMTEMPS REQUISITION DETAILS - | The fields Hiring Department Code through Applicant Reviewers apply to UNMTemps Requisitions only. Do not enter anything in these fields for a Staff posting. |
Description and Qualifications Section
Description * : The information in the Description box will be labeled Position Summary when the requisition is posted. The text box will default from the Job Description. Customize for your department needs, but keep in mind that the duties must remain within the scope of the Position Classification Description and that the minimum requirements cannot be changed. Enter your Position Summary in both the Internal and External tabs.
Qualifications: This section is for Preferred Qualifications above and beyond the Minimum Job Requirements and the Knowledge, Skills and Abilities Required in the Position Classification Description. Enter information in Minimum tab only. Do not use Ideal tab.
Please note that although the template says Minimum Qualifications, when the req is posted, this section will appear with the heading Preferred Qualifications (see screenshot below). The Preferred Qualifications should be above and beyond the Minimum Qualifications and the Knowledge, Skills, and Abilities Required for the position classification. Do not paste the minimum qualifications and/or KSAs into this section. The Preferred Qualifications section is your opportunity to specify the “nice-to-have” qualifications for your specific job opening.
Preferred Qualifications section in the req template:
Preferred Qualifications section when posted to UNMJobs:
Keywords : Enter keywords that you feel will assist applicants when they are searching for jobs.
Hiring Team Section
Requisition Owner(s)
Primary Owner * : Hiring Coordinator
The Primary Owner will default to the person who is creating the requisition. Change to the Hiring Coordinator if needed.
Owner(s)
Add anyone else you would like to be listed as an owner of the requisition. Users listed as Primary Owner or Owner(s) are given partial management rights for the requisition and access to all submissions.
Applicant Reviewers
Hiring Manager * : Search by clicking on icon.
Reviewers: Add the rest of the search committee members (the individuals who will be reviewing applications and interviewing candidates) to the Reviewer(s) section by clicking on the . You will be brought to an alphabetical list of all active users in the system. You can search by name or UNM ID. Once the name has been found, select name and continue searching for additional Reviewers. Click Add when finished. If a Guest User is needed, please specify in the Comments area in the Details Section.
Applicant Interviewer(s): Skip this section. All Search Committee Members should be added to the Reviewers section.
Attachments: Upload any required documents by clicking on Add Attachment. Not all requisitions will have required documents – this will depend on the position classification selected and any internal approvals needed.
Required documents may include:
HR Compensation and/or other department approvals needed for certain position classifications
Internal departmental approval(s)
Supporting documentation for non-competitive exception selected (such as Named in Contract/Grant)
Internship Development Plan (IDP) form for Professional Intern requisitions
Helpful hints:
Documents must be saved and uploaded as PDFs only.
File names cannot be longer than 50 characters.
Maximum file size for each attachment is 5MB.
Up to 10 documents can be attached.
Enter the title of the document in the Title field, click Browse to add the attachment, and select Save to upload.
Approvals Section
Setting up this section correctly will ensure that HR receives your requisition for review and posting.
Add your Approvers using the plus icon next to Approvals .
From the Select Approvers screen that appears, you will add the Approvers needed. The Hiring Manager and HR Approver are the two required approvers. Your department may require additional approvers.
Click on theicon next to Hiring Manager (first Approver), then click on theicon next to User. If you need to add additional Approvers after the Hiring Manager and before the HR Approver, click on theicon next to User again. Then click Add.