Sr. HR Data Management Specialist (License & Certifications) - Hybrid Nashville, TN

Vanderbilt University Medical Center•Nashville, TN

28d•Hybrid

About The Position

Discover Vanderbilt University Medical Center : Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: HR Operations Job Summary: Focusing the lifecycle of professional licenses, permits, or certifications, ensuring regulatory compliance. Reviews and analyzes organizational data and processes to ensure its accuracy, completeness, consistency, and compliance with regulations and VUMC Policy, identifying any discrepancies or issues within the data sets by manual review, utilizing data analysis tools and techniques, and reporting findings to improve data quality and integrity across systems at a senior level. Manual and load input of data into Workday with appropriate approvals. Acts as subject matter expert and resource for the team, including onboarding and training of new staff. Collaborates with data management specialists, Workday sustainment and reporting teams to identify areas of process improvement. Develop and maintain process documentation that supports coaching with continued education and training. Hours: Monday – Friday, 8:00am – 5:00pm This is a hyrbid position with onsite requirements .

Requirements

Relevant Work Experience Experience Level: 4 years
Education: High School Diploma or GED
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.

Nice To Haves

Workday proficiency , particularly in reporting, data entry, and data validation
Advanced Microsoft Excel skills , including data analysis and spreadsheet management
Healthcare industry experience , ideally supporting clinical or licensed staff populations
Strong data‑driven mindset with the ability to interpret, analyze, and act on complex information
Exceptional attention to detail and commitment to maintaining data accuracy
Proactive and self‑motivated , with the ability to take initiative and work independently
Resourceful problem-solver , comfortable building new processes and helping shape the evolving scope of the role
Customer service experience , preferably within a healthcare environment
Familiarity with healthcare licensure and certification requirements , including verification processes

Responsibilities

Reviews license and certifications for accuracy, renewals and communicates with departments and other HR areas regarding license requirements.
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.