Job Details

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

Unit: School Of Medicine MBU

Department: Pauley Heart Center

Department Summary: Founded more than 20 years ago, the Pauley Heart Center is today the top-ranked heart center in Virginia, and one of only a handful of named heart centers in the nation. Headquartered at VCU Health in Richmond with outpatient centers throughout central and southeast Virginia, Pauley provides clinical services and community education and outreach programs throughout the region.

Cardiovascular disease (CVD) is the leading cause of death nationwide and in Virginia, and despite advances in prevention and treatment in recent decades, CVD disproportionately affects individuals with poor social determinants of health. Pauley's mission is to improve cardiovascular care and reduce health disparities for all through interdisciplinary, cutting-edge, clinical, translational and community-based research; training and developing the next generation of cardiovascular clinicians and researchers across all levels of education; and providing innovative and accessible cardiovascular procedural care (both surgical and catheter-based) that is the best in the Commonwealth. Pauley is a regional and national leader in research, education, and clinical programs involving electrophysiology; advanced cardiac imaging (MRI, CT, echo); advanced heart failure, including device-based treatments, total artificial heart, and heart transplant programs; cardio-oncology; high-risk percutaneous coronary interventions; adult congenital heart disease; and exercise-based cardiovascular disease prevention. Pauley also operates top-flight sub-specialty clinics and research programs investigating cardiac amyloidosis; cardiac sarcoidosis; and hypertrophic cardiomyopathy.

Position Summary

The Pauley Heart Center (PHC) is seeking a Senior Workforce Program Specialist to provide programmatic support in workforce planning, personnel strategy, and staffing operations for the Center, Associate Director, and other managers as assigned. This position serves as a key programmatic resource, supporting analysis of staffing needs, development of position structures, and coordination of personnel-related processes across PHC programs.

In collaboration with PHC leadership, the Senior Program Specialist supports workforce‑related activities by analyzing staffing trends, identifying gaps, and developing recommendations for workforce planning and recruitment strategies, and serving as the primary liaison between the PHC and School of Medicine (SOM) HR offices. The role also supports workforce development initiatives through programmatic planning and process improvement, and contributes to special projects requiring independent judgment, and grant and reporting activities requiring development and synthesis of personnel and programmatic information.

This is a restricted position with no set end date; continued employment is dependent upon project need, availability of funding, and performance.

Key Responsibilities

Office Operations & Administrative Support

• Serve as a programmatic advisor to PHC leadership, providing informed input on workforce planning, staffing strategies, and program operations.
• Provide targeted administrative coordination as needed to support program and personnel activities, including meeting logistics and scheduling
• Coordinate in-person and remote work schedules to support day-to-day operations.
• Serve as a central communication hub for office and staffing-related inquiries.
• Maintain organized electronic and paper records related to workforce planning, personnel processes, and program activities

Staffing Coordination & Workforce Support

• Develop and maintain comprehensive understanding of PHC programs across multiple departments and schools, analyzing staffing levels to inform planning and decision making
• Independently assess workforce needs, identifying gaps and develop recommendations for new positions, role modifications, and staffing strategies.
• Develop and refine position descriptions and organizational charts in partnership with Center managers to align with programmatic goals.
• Guide and support recruitment activities, including: tracking position recruitment activities and timelines, coordinating interview schedules and materials, preparing staffing documentation and selection summaries

Onboarding & Office Integration

• Lead department onboarding logistics for new staff, including: workspace and equipment setup, access to systems and shared resources, orientation schedules and introductions
• Serve as a point of contact for new employees to support their transition into the Center.
• Develop and improve onboarding materials and orientation processes to enhance consistency and effectiveness.

Workforce Development & Training Coordination

• Support planning and implementation of workforce development initiatives such as internships, residencies, traineeships, or staff training initiatives.
• Track participation in training and development activities and outcomes to inform program improvement.
• Coordinate training schedules, workshops, and meetings.
• Advise leadership on logistical considerations, program structure, workforce development opportunities and areas for operational improvement.

Compliance, Reporting & Process Support

• Ensure workforce and programmatic activities align with institutional policies and procedures.
• Develop, document, and maintain standard operating procedures related to workforce planning, hiring, and onboarding workflows.
• Identify and implement process improvements for workforce-related processes through documentation and organizational tools

Grant & Project Support

• Lead and contribute to development of personnel-related content for proposals, including: staff and faculty role descriptions, personnel effort descriptions, budget justification language related to personnel, organizational charts and staffing plans
• Develop and maintain position descriptions and bios for use in grant submissions and reports.
• Assist with special projects and administrative initiatives as assigned.

Qualifications

Minimum Qualifications

• Bachelor’s degree and 3 to 5 years of relevant experience or equivalent combination of education and experience
• Demonstrated administrative or office support experience
• Strong organizational and administrative skills with attention to detail.
• Ability to manage multiple priorities and maintain confidentiality.
• Strong written and verbal communication skills.
• Ability to work collaboratively with cross‑functional and multidisciplinary teams.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU

Preferred Qualifications

• Experience with an academic or healthcare environment.
• Experience supporting office operations, staffing coordination, scheduling, or onboarding logistics.
• Experience supporting workforce development, training programs, or project coordination.
• Experience assisting with grant preparation or organizational reporting.