License and Certifications Senior Data Management Specialist – Hybrid, Nashville TN

Discover Vanderbilt Health: With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

HR Operations

Job Summary:

The License & Certifications Senior Data Management Specialist is responsible for maintaining the accuracy and integrity of employee license and certification records. This role analyzes data from systems such as Workday, monitors compliance requirements, generates reports, partners with leaders and departments across the organization, and collaborates with external vendors to support license and certification verification processes. The specialist tracks upcoming expirations, identifies data discrepancies, supports ongoing data quality initiatives, and helps ensure required credentials are accurately documented for clinical and operational staff.

Preferred Skills & Experience:

• Experience managing professional licenses, certifications, and credential-related records.
• Ability to prioritize and manage a high-volume workload with accuracy and efficiency.
• Self-motivated with a demonstrated ability to take initiative and work independently.
• Credentialing, compliance, or workforce data management experience preferred.
• Experience maintaining, auditing, and analyzing large data sets.
• Advanced Microsoft Excel skills, including reporting and data analysis.
• Experience developing, documenting, and improving business processes.
• Healthcare industry experience, preferably supporting licensed clinical staff.
• Exceptional attention to detail and commitment to data integrity.
• Experience using Workday or another HRIS platform.
• Strong critical thinking and problem-solving abilities.
• Comfortable working across multiple systems and technologies.
• Ability to understand and apply technical terminology from various platforms and business functions.
• Experience creating standard operating procedures (SOPs) and workflow documentation.

Key Responsibilities

• Audit employee and contingent worker data ensuring data integrity policy, compliance and data integrity. Audits to be performed through individual transactions and through systems generated reports. Ensure appropriate levels of approval are obtained.
• Monitor overall transactions to ensure target completeness meets service level agreements.
• Conducts extensive data analysis and research, demonstrating proficiency in manipulating, analyzing, and identifying trends in results.
• Point of contact for error resolution and working with other HR areas and departments to resolve.
• Partner with HR sustainment team and COEs on process improvement, EIB loads, error resolution, system testing.
• Review incomplete transactions and follow up with appropriate parties, when needed, ensuring timely completion to comply with hiring, benefits and payroll deadlines.
• Supports data auditing goals through standardized, transactional processes, and optimal use of technology resources.
• Responsible for leading data quality audits, identifying discrepancies and errors within large datasets, and recommending improvements to data practices.
• Evaluates, assesses and responds promptly to customer inquiries through Workday case, phone, and email.
• May require specialized knowledge of specific data elements or subject matter.
• Partnering with learning & development to create and update QRG’s and job aids. Educating departmental administrative areas on transactional processes.
• Partnering with HR reporting team to determine reporting. dashboard analytic needs.
• Performs system testing as part of system maintenance and enhancements.
• Development and maintenance of process documentation for data management processes.
• Maintain training guidelines and conduct training of new staff on the HR Data Management Team.
• The responsibilities listed are a general overview of the position. Additionally, duties may be assigned.

Technical Capabilities

• Communication (Advanced): Clearly, effectively and respectfully communicates to employees or customers.
• Time Management (Intermediate): Planning and exercising conscious control over the amount of time spent on specific activities.
• Customer Service (Advanced): A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, responsive to customer needs.
• Human Resources (Intermediate): Knowledge of various components of human resources which may include human resources management, the recruitment process, skills development and tracking, benefits administration, training, compensation, organizational development, and compliance with associated government regulations.
• Analytical Skills (Intermediate): The process of identifying, evaluating, interpreting and organizing data. It includes sorting through data to identify patterns and establish relationships for decision making.
• Time Management (Novice): Planning and exercising conscious control over the amount of time spent on specific activities.
• HR Compliance (Advanced): Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance. * Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.* Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.* Team Interaction: Provides informal guidance and support to less experienced team members.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively: - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

4 years

Education:

High School Diploma or GED

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.