Faculty Assistant / Research Group Coordinator
University of California San Diego
United States


UC San Diego, located in La Jolla, in the San Diego Metropolitan area, enrolls over 35,000 students and is one of the University of California’s 10 campuses. UC San Diego has earned recognition as one of the world’s premier research universities and one of the top-10 public universities in the nation.

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 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 is comprised of 65 ladder rank faculty, and additional 12-15 in various instructional 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 70 careerstaff; ~60 temporary or student staff, and 254 Master’s and Ph.D. students. Undergraduate students majoring in chemistry number greater than 1000, and total undergraduate and graduate annual course enrollments exceed 24,500. The department currently has more than 180 awards from federal, state and private sources for approximately $23 million per annum in extramural funding and $49 million in total annual expenditures.

The Department of Chemistry and Biochemistry manages ten 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, Cryoelectron Microscopy, Biophysics Instrumentation, Inorganic Characterization Instrumentation, Protein Crystallography, Small Molecule X-Ray Crystallography, Fabrication Facility plus the on campus Chemistry Storehouse.

In addition, we are home to three 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.

In a complex academic research environment, provide confidential, administrative support for faculty members and their research groups (graduate/undergraduate students, postdoctoral fellows, project scientists) in the Department of Chemistry and Biochemistry. Use initiative, resourcefulness and good judgment to handle a wide variety of administrative duties. Responsible for the day-to-day management of the research group office. Coordinate all activities required to manage preparation of research papers, multiple and complex calendars, organizing seminars, conferences and special events. Provide course support including preparation of materials.

Work with departmental Fund Managers in the preparation of contract and grant proposals. Independently manage a high volume of international visitors, coordinating all logistics including visas, expense vouchers, accommodations and reimbursement. Act as liaison between the faculty members and their research groups, the departmental business office and other on and off-campus organizations in matters concerning travel, shipping, purchasing, housing, catering, facilities, contracts and grants. Meet frequent and changing deadlines, interact with diverse individuals and perform multiple tasks/functions.

  • Must be willing to work overtime during peak periods.


  • Demonstrated experience in maintaining calendars and making complex travel arrangements.

  • Demonstrated experience with fund accounting and fiscal management.

  • Skill to use basic mathematical skills and manipulate complex formulas in various spreadsheet programs to produce accurate projections of funding support in various categories.

  • Demonstrated skill in planning, designing and organizing electronic and traditional filing systems and recording procedures.

  • Strong ability to communicate clearly and logically to make recommendations, discuss problems, and research and explain policies/procedures.

  • Skill to plan conference and complex travel activities; working knowledge of UC policies and procedures, facilities and resources, and ability to properly complete and submit required university forms.

  • Skill in planning, designing and organizing electronic and traditional filing systems and recording procedures to independently follow up on status of pending issues.

  • Knowledge of or ability to learn various sophisticated computer languages required for computer type-set software systems as well as equations programming in Word. Ability to send and receive electronic versions of computer type-set manuscripts.

  • Ability to communicate with a high degree of tact diplomacy, professionalism and flexibility in interacting with high level administrators and international members of the scientific, academic and/or scientific community.

  • Ability to assess priorities, work independently, and use mature judgement to complete tasks under stress of frequently changing priorities and deadline pressure.

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