Job Description

Payroll Title:
Hiring Salary Range
$50,000 - 60,000 /year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
8 hrs/day, Mon - Fri, occasional overtime as needed

#116129 Training Grant Program and Fellowship Coordinator

Filing Deadline: Tue 5/24/2022

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 05/13/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 05/24/22. 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. Our Department combines research on the most consequential and revelatory scientific areas with education aimed at building our future leaders and scientists. 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.

The Training Grant Program and Fellowship Coordinator is responsible for the programmatic and administrative aspects of training grants and fellowships for the Department of Chemistry and Biochemistry graduate students. In addition, the position is the department liaison for other affiliated training grant programs on campus (i.e., Division of Biological Sciences, the Department of Bioengineering, Pharmacology, etc...), as well as the primary coordinator for the ACS Bridge Program. Responsibilities include, but are not limited to: academic advising for students on the training program requirements; academic administrative services (enrollment/registration, course approvals); outreach, recruitment, and retention of trainees; developing resources for training program participants; processing trainee appointments and graduate student financial support via the Division of Graduate Education and Postdoctoral Affairs and coordinating UCPath/payroll with participating programs; assist with NIH forms, data tables, and reporting requirements (including progress reports and competitive renewal or new applications); coordination of cost-share commitments; processing submissions for Graduate Fellowship applications; compiling and maintaining complex analysis and reports related to student data for NIH and other reporting purposes; updating and maintaining training programs’ websites.

The role also includes planning and coordinating regular events, including trainee presentations, workshops, guest lecturers, site visits, and symposia. The position liaises with other on and off-campus offices involved with student affairs. The incumbent must be able to work in a highly computerized, team-oriented environment as s/he will lead the development and management of automated processes for the training programs. This position is responsible for the day-to-day and long-range planning of the training programs while working collaboratively with Program Directors, Program Faculty, students, and staff across disciplines. Other projects related to graduate program activities and student and faculty support may be assigned on an as needed basis.

This position has the potential for a flexible or partially remote schedule.


  • Knowledge of academic advising and counseling techniques. Proven experience in a Student Affairs operation. Ability to effectively advise and work closely with graduate students.

  • Knowledge of University processes and procedures. Knowledge of and ability to apply University policies and procedures related to student affairs including degree programs and curricula. Manage the implementation of new policies if necessary.

  • Working knowledge of human resources policies and procedures. Ability to utilize online payroll and personnel systems such as UCPath and I-9 Tracker.

  • Experience with event planning. Ability to independently initiate, plan, develop, implement, manage, and evaluate multiple programmatic activities and events.

  • Understanding of University rules and regulations. Knowledge and experience with fiscal administration including reimbursements, travel, payment authorizations, contract and proposal preparation.

  • Knowledge of contract and grant regulations, grant management and submission requirements and procedures. Ability to follow and keep up to date with processes and procedures of departmental training grants.

  • Ability to interact with and clarify procedures for faculty by collecting research. Demonstrated ability to organize and analyze a variety of information, express ideas clearly and convincingly, to make strategic recommendations.

  • Skills in service orientation, organization, active listening, and critical thinking. Ability to ascertain student’s reactions, comments, and difficulties to identify and resolve potential problem areas

  • Ability to interact effectively with Colleges, Registrar, OGS, Career Services, OASIS, Admissions, Publications Office, Summer Sessions and other campus units to facilitate administrative support to students.

  • Excellent administrative skills including ability to efficiently process a large volume of documents with extreme attention to detail while maintaining the highest degree of accuracy.

  • Ability in problem identification and reasoning. Excellent reading and comprehension skills. Analytical skills to identify problems and develop solutions. Ability to compile data and provide detailed statistical reports. Ability to locate and utilize research/resource materials.

  • Ability to communicate orally in a clear and concise manner. Effective writing skills including English usage, spelling, grammar, and punctuation. Proven ability to formulate and present written material in a logical and comprehensive manner.

  • Excellent interpersonal skills. Ability to deal with people in a professional manner, with the ability to effectively listen, advise, counsel and interact with diverse personalities using tact, diplomacy, and independent and mature judgments. Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds in staff, faculty, and a diverse student body. Ability to meet in person and remotely via Zoom and/or MS Teams.

  • Knowledge of University-specific computer application programs and pertinent databases. Strong knowledge of pertinent departmental applications, word processing, spreadsheets, PowerPoint, and electronic mail. Ability to work in a highly-computerized environment, and must have the ability and willingness to add and update knowledge and skills as needed to meet the direction of the organization.


  • 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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