Training Grant Program and Fellowship Coordinator - 136099

UC San Diego is a student-centered, research-focused, service-oriented public institution, recognized as one of the top 15 research universities worldwide. The University fosters a culture of collaboration that sparks innovative discoveries that advance society and drive economic impact. The Department of Chemistry and Biochemistry (Chem/Biochem) 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.

Chem/Biochem strives to be a top-ranked and recognized leader in the chemical and biochemical sciences through transformative research and impactful educational programs. We are committed to excellence in teaching and mentoring excellence and supporting students and postdoctoral researchers in safe and inclusive environments as they prepare to become leaders in science and society. We value collegiality, equity and diversity with the Department, and promote a culture of collaboration and transparency. We aim to enhance our impact in local and global communities through partnerships with other educators, industry, government and professional societies.

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 (Section Chair and Vice Chair) 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 73 ladder rank faculty, an additional 15 in various instructional titles, and ~150 in academic research titles and postdoctoral scholars. The department is comprised of 100 career staff; ~60 temporary or student staff, and 400 Master's and Ph.D. students. There are 1,700 undergraduate students enrolling in 5 majors with total annual course enrollments exceeding 27,000. Chem/Biochem manages $30 million annually in extramural funding and approximately $63 million in total annual expenditures. The Department occupies space in 7 buildings, totaling 237,000 ASF, including class laboratories and instructional support space, research labs, and recharge facilities.

Additional information can be found on our webpage at chemistry.ucsd.edu.

Under the supervision of the Graduate Program Manager and the training grant P.I.'s, incumbent is responsible for coordinating all of the graduate training program activities for the Department of Chemistry and Biochemistry. In addition to the programmatic and administrative responsibilities for the NIH Training Grants in the department, the position is also responsible for serving as 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 responsible for the ACS Bridge Program or its equivalent. 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 (DGE) 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.

• Overtime may be required.

• Demonstrated experience in a Student Affairs operation. Knowledge of advising and counseling techniques. 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.

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

• 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.

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

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

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

• Excellent time management and strong demonstrated organizational and multi-tasking skills. Ability to establish priorities, meet multiple and frequently changing deadlines with flexibility. Process a high volume of work while under pressure, and maintain a high level 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 use initiative and creativity to develop, anticipate and administer new procedures and practices that recognize changing work patterns. Strong ability to analyze complex data and develop recommendations and reports.

• Demonstrated ability to work independently exercising initiative and judgment in the performance of responsibilities. Strong leadership, organizational, decision making, and management skills.

• Ability to multi-task; verbal and written communication skills. Ability to communicate orally in a clear and concise manner. Demonstrated effective writing skills including English usage, spelling, grammar, and punctuation. Demonstrated ability to formulate and present written material in a logical and comprehensive manner.

• Interpersonal skills. Excellent interpersonal skills. Demonstrated 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.

• Demonstrated ability to work as part of a team; collaborate with colleagues on a day-to-day basis, and establish and maintain cooperative working relationships. Ability to constructively participate in group discussions regarding procedures and goals of department.

• Multicultural competencies; ability to work with diverse populations. Demonstrated understanding of the importance of ensuring an equitable, inclusive, and diverse working environment, with the ability to work as a part of a diverse and collaborative team. Demonstrated competency and commitment to equity, diversity and inclusion.

• 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.

• Ability to maintain the confidentiality required by law for student grades, financial information, etc. as well as confidentiality of Departmental business, etc.

• Willingness and demonstrated ability to meet established standards for dependability and attendance.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Background check required.

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