Unit: Office Of The Provost MBU

Department: Academic Operations

Department Summary: The Faculty Recruitment and Human Resources team is dedicated to attracting and supporting talented employees who are committed to excellence. Through strategic recruitment practices, comprehensive HR support services, and a commitment to equity, we strive to create an environment that fosters a rewarding work experience and empowers employees to thrive and contribute in meaningful ways to our institution and community.

Duties & Responsibilities:

The Faculty HR Specialist provides essential operational support to the Office of Faculty Human Resources. This position is responsible for managing the day‑to‑day review, processing, and coordination of multiple faculty HR actions requiring central approval, including faculty contracts, salary requests, recruitment and hiring requests, faculty leaves, and other workflows. This position serves as a subject matter expert for faculty HR actions and provides guidance for these processes. The Specialist must exercise independent judgment in ensuring accuracy, compliance, and timely review/completion of faculty HR transactions, while contributing to process improvements, interpreting university policies, and serving as a key resource and advisor for academic units on the Monroe Park Campus.

Key Responsibilities:

Document Review & Processing:

• Examine faculty contracts, appointment letters, salary change requests, hiring packets, and other materials to ensure all required information, signatures, and supporting documents are present.
• Use independent judgment to interpret policy and verify that each action aligns with university policies and established HR guidelines before advancing items for next level approval.
• Flag inconsistencies or missing information and work directly with departments to resolve issues quickly.

Workflow & Approvals:

• Monitor DocuSign envelopes, VCU Jobs, and other electronic routing systems to ensure faculty HR actions move smoothly through the approval chain.
• Identify delays or bottlenecks, proactively following up with approvers and escalating issues when necessary.
• Maintain organized tracking logs of faculty HR actions, enabling accurate reporting and audit readiness.

Operational Support:

• Support specialized actions such as faculty hiring waivers, visiting scholar appointments, emeriti status requests, etc.
• Synthesize recruitment and pay action requests across schools/colleges for leadership review
• Provide operational support for faculty retirement programs, faculty data exercises, and other faculty initiatives as needed.
• Serve as the primary subject matter expert for faculty HR transactions and the first point of contact for schools and departments seeking guidance on these processes or documentation requirements.

Process Improvement & Documentation

• Develop, review, and update forms, templates, and procedural guides to ensure clarity, consistency, and compliance with evolving policies. Develop and assist with training as needed.
• Develop workflow improvements, helping to streamline repetitive tasks and reduce administrative burden for departments.
• Perform periodic quality assurance reviews of faculty recruitment, transactions and other requests for compliance with documented policies and procedures.
• Participate in testing or piloting new HR systems or process changes and offer feedback based on day‑to‑day operational experience.

Communication & Customer Service

• Respond promptly and professionally to inquiries from  HR partners and academic units regarding process steps, required documentation, and policy interpretation.
• Draft and distribute communications related to deadlines, policy updates, and procedural reminders to ensure campus stakeholders remain informed.
• Build strong working relationships with departments to support a positive and collaborative HR service environment.

Reporting & Recordkeeping

• Prepare periodic and ad‑hoc reports summarizing faculty HR activity for leadership review, such as hiring trends, contract processing volume, and approval timelines.
• Maintain accurate, well‑organized, and confidential records of faculty HR transactions in accordance with university retention policies.
• Support data validation efforts to ensure HR systems reflect correct and up‑to‑date faculty information.

Minimum Qualifications:

Education: 

• Bachelor’s degree, or an equivalent combination of education and relevant work experience, is required. Coursework in Human Resources, Business Administration, or Higher Education preferred.

Experience:

• 3 - 5 years of HR, administrative, or academic operations experience.
• Demonstrated experience with document review, workflow systems, and compliance processes is highly preferred.
• Experience working in a higher education setting is preferred.
• Experience with the following platforms is highly preferred - Banner (Ellucian), DocuSign, PageUp, JotForms, SmartSheets 

Skills:

• Strong attention to detail and excellent organizational skills with the ability to effectively prioritize assignments.
• Demonstrated proficiency with technology and the ability to learn new systems quickly.
• Demonstrated ability to interpret and apply institutional policies.
• Demonstrated excellent oral and written communication skills across multiple stakeholder groups.
• Demonstrated ability to synthesize information, provide advice, and address needs independently.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU. 

Competencies:

• Demonstrated ability to manage multiple tasks and deadlines while maintaining accuracy and consistency.
• Outstanding customer services skills and a high degree of professionalism and diplomacy in stakeholder interactions.
• A strong commitment to confidentiality and compliance.

Salary Range: $55,000 - $75,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt
Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: 23211-23213 | HR Specialist 1-3