Clinical Research Program Coordinator - Internal Medicine, Cardiology

Advertising Summary: 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: Internal Medicine

Department Summary: Founded more than 20 years ago, the Pauley Heart Center is today the top-ranked heart center in Virginia.

Cardiovascular disease (CVD) is the leading cause of death nationwide and in Virginia. 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.

Position Summary:

The Clinical Research Program Coordinator provides operational and administrative support for a high-volume cardiovascular clinical research program under the direction of the Lead Cardiology Clinical Research Manager. This position serves as a central liaison among clinical area managers, investigators, study sponsors, research staff, and institutional partners to facilitate the efficient startup, implementation, and ongoing management of clinical research studies. The coordinator helps ensure that research activities are well organized, compliant with institutional and regulatory requirements, and aligned with study timelines. This role also provides broad programmatic support across study operations, regulatory activities, fiscal administration, academic productivity, and trainee engagement.

Core Responsibilities:

1. Clinical Research Operations and Study Coordination

• Serve as the primary liaison between the Cardiology Clinical Research Manager and clinical area managers, investigators, study sponsors, and research personnel to facilitate communication and coordinate research activities.
• Support the startup and activation of new clinical research studies by coordinating operational requirements and ensuring readiness within the clinical environment.
• Perform study coordination activities, including participant scheduling, visit coordination, and study logistics, as assigned.
• Coordinate investigator, laboratory, and multidisciplinary research meetings to support study planning, implementation, and ongoing collaboration.
• Monitor study progress, including startup milestones, enrollment goals, and project timelines, escalating potential delays or barriers as appropriate.
• Assist with special projects and provide operational support to maintain efficient research program workflows.

2. Program Administration & Research Support

• Provide administrative support for research fiscal activities, including coordination with pre-award and post-award administrators as needed.
• Assist with sponsor communications, study documentation, contracts, and other administrative processes supporting clinical research operations.
• Support manuscript preparation and submission, including formatting, reference management, journal submission, and document coordination.
• Assist investigators with preparation and maintenance of NIH and other sponsor biosketches, curricula vitae, and supporting documentation.
• Prepare correspondence, reports, presentations, and other program documents to support research initiatives and leadership needs.
• Perform additional administrative and operational duties as assigned to support the cardiovascular clinical research program.

3. Collaboration, Education & Program Development

• Foster effective communication and collaboration among investigators, research coordinators, clinical staff, sponsors, and institutional stakeholders.
• Support the onboarding, orientation, and mentorship of undergraduate students, graduate students, medical students, postdoctoral fellows, and clinical fellows participating in the research program.
• Assist trainees with research documentation, project organization, and program-related activities under investigator supervision.
• Promote consistent research processes and best practices to enhance program efficiency and quality.
• Contribute to continuous improvement initiatives that strengthen research operations, participant recruitment, and overall program performance.

4. Regulatory, Data & Documentation Management

• Maintain essential study documents and investigator files in accordance with institutional policies, sponsor requirements, and Good Clinical Practice (GCP) guidelines.
• Assist regulatory coordinators with Institutional Review Board (IRB) submissions, continuing reviews, amendments, safety reporting, and other regulatory activities as needed.
• Support study data management activities, including data entry, quality assurance, document reconciliation, and query resolution.
• Ensure accurate organization, maintenance, and archival of study records and research documentation.
• Prepare and maintain reports, tracking tools, and study metrics to support program oversight and compliance.

Qualifications:

Minimum Qualifications

• Bachelor's degree in a health sciences, biological or behavioral sciences, public health, nursing, or related program or three (3) years of experience working in a clinical, healthcare, or research environment.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously.
• Excellent written and verbal communication skills, with the ability to collaborate effectively with multidisciplinary teams and external partners.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn new software applications and research systems.
• Strong attention to detail and ability to maintain accurate records while handling confidential information.
• Ability to work independently while exercising sound judgment and contributing effectively as a member of a collaborative team.
• 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.

Preferred Qualifications

• Prior experience supporting clinical research, clinical trials, or academic research in a healthcare or university setting.
• Working knowledge of Good Clinical Practice (GCP), human subjects research regulations, or Institutional Review Board (IRB) processes.
• Experience with clinical research databases or electronic data capture systems (e.g., REDCap, OnCore, Epic, or sponsor electronic data capture platforms).
• Experience coordinating meetings, managing project timelines, or providing administrative support for complex programs or multidisciplinary teams.
• Experience supporting scholarly activities, including manuscript preparation, literature management, grant applications, or preparation of NIH biosketches.

Salary Range: $55,000 - $62,000

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

Hours per Week: 40  

Restricted Position: Yes

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 3411B - Clinical Research Coordinator Base

Contact Information:
Contact Name: Olivia Botelho
Contact Email: Olivia.Botelho@vcuhealth.org