Job Description

Payroll Title:
Hiring Salary Range
$23.00 - $31.54 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
8 hrs/day, Mon - Fri, occasional overtime as needed

#115639 Graduate Financial Support Coordinator

Extended Deadline: Thu 5/19/2022

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 04/14/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/19/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Chemistry and Biochemistry is one of the largest and most complex departments on campus. The department’s organization is divided among three major academic sections each with its own leadership representation under the Department Chair: Physical, Analytical & Environmental (PAE); Biochemistry & Biophysics (BB); and finally Synthesis, Materials and Chemical Biology (SMCB). The department is comprised of 75 ladder rank faculty, and additional 10 in various instructional titles and ~150 in academic research titles and postdoctoral scholars. The above academic community presents a plethora of diverse complex issues from Health Sciences Compensation Program agreements to adjuncts from national laboratories sharing negotiated employee patent agreements. The department is also comprised of 90 career staff; ~60 temporary or student staff, and 350 Master’s and Ph.D. students. Undergraduate students majoring in chemistry number greater than 1,700, and total undergraduate and graduate annual course enrollments exceed 23,000. The department currently has more than 120 awards from federal, state and private sources for approximately $20 million per annum in extramural funding and $46 million in total annual expenditures.

The Department of Chemistry and Biochemistry manages eight recharge facilities supporting national as well as UCSD-wide research endeavors in academe and industry: Nuclear Magnetic Resonance, Molecular Mass Spectrometry, Biomolecular and Proteomics Mass Spectroscopy, Inorganic Characterization Instrumentation, Protein Crystallography, Small Molecule X-Ray Crystallography, Fabrication Facility plus the on campus Chemistry Storehouse. In addition, we are home to two national research center grants. The department also manages three major NIH training grants, and one Department of Education training grant, which fund graduate and postdoctoral students across UCSD departments/disciplines as well as off campus research organizations.

Responsible for coordinating all graduate student financial support for a large, complex program with over 275 Ph.D. and 75 M.S. graduate students in Chemistry and Biochemistry. Serves as primary advisor and resource to students, faculty, and staff regarding graduate student support. Develop policies and procedures and resolve problems pertaining to graduate student support from a variety of fund sources (i.e., fellowships, training grants, GSR appointments, TA/Tutor/Reader positions). Responsible for administration of the Teaching Apprenticeship Program for the Department of Chemistry and Biochemistry, which includes managing the complex TA assignment process for 800+ applications and 375+ appointments annually. Primary point of contact for providing academic and programmatic advice on all matters pertaining to the graduate student teaching requirement, collective bargaining agreements, and departmental and campus policies and procedures for ASE employment. Develop and analyze budgets for financial expenditures in the Student Affairs unit. Provide policy interpretation, historical data, and other data analysis reports.

Uses professional financial services concepts. Applies organization policies and procedures to resolve a variety of moderately complicated issues. Works on financial services problems of moderate scope where analysis of situations or data requires a review of a variety of factors.


  • Working knowledge of financial processes, policies and procedures. Knowledge of contract and grant regulations, grant management and submission requirements and procedures. Ability to prepare grant applications. Ability to assess and contribute to development of automated systems to facilitate post award administration.

  • Strong knowledge of financial data management and reporting systems. Ability to learn and become proficient with University and Departmental systems such as IFIS/ISIS, Grad Division Financial Support Tools, UCPath, Ecotime, Blink, Cognos, Oracle, and Tableau.

  • Demonstrated experience with advising and counseling techniques.

  • Working knowledge of human resources policies and procedures. Proven ability to analyze complex pay records and personnel forms. Knowledge of employee citizenship and visa requirements, lawful permanent resident and alien authorized to work in the U.S.A. Familiarity with I-9 Tracker.

  • Proficiency in the use of spreadsheet and database software. Proven ability to research information and prepare concise, well-organized reports and spreadsheets; to analyze complex situations, and recommend/implement effective courses of action.

  • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making. Strong analytical skills utilizing statistical and qualitative data analysis to identify problems and develop innovative recommendations without benefit of precedent.

  • Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources. Advanced knowledge and skill with accounting system and records, training grant appointment rules and regulations, and applicable tax laws.

  • Knowledge of and ability to apply principles of student affairs funding and how these relate to academic programs in coordination of student support from advising and fiscal perspectives. Knowledge of IA/GSR remission and packaging student support. Working knowledge of general issues related to the intersection of student affairs with fellowship policies, employment policy, union guidelines, etc.

  • Demonstrated ability to understand, analyze and interpret complex written material, financial data and computer generated models/information, to effectively communicate results to PIs.

  • Strong financial and analytical experience and thorough knowledge of financial management. Experience analyzing fiscal data, identifying fiscal needs and developing large and complex budgets.

  • Excellent accounting skills and knowledge of accounting procedures, utilizing planning and projections techniques, with ability to identify problems and resolve them. Familiarity with invoicing.

  • Computing experience in Windows computing environment using Microsoft Office Applications, DocuSign, CMS, web browsers, and other database management systems. Must have the ability and willingness to increase and update knowledge and skills as needed to meet the needs of the department.

  • Possess knowledge of computer hardware and software and the ability to test and modify as appropriate to meet management information needs.


  • Background Check is required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

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