Decedent Affairs Manager, Administrative

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. Vanderbilts mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

Decedent Affairs

Job Summary:

In your pivotal role as Decedent Affairs Manager, you will supervise a team of 6 Decedent Affairs Coordinators. Assists in budget, payroll and/or administrative functions. You will plan and coordinate the operations of Decedent Affairs to assure proper disposition of every deceased patient. You duties will include:

Managing deaths for all Vanderbilt Health system locations.
Providing guidance to all hospital locations on patient death.
Reviewing all documentation and notification for completion at every location.
Researching, developing, and implementing changes in processes to assure accuracy and consistency at all locations.
Hiring, training, and mentoring staff on processes, responsibilities, reporting requirements, and initiating and/or recommending personnel actions, such as hiring, termination, etc.
Conducting performance reviews and ensuring all performance reviews are conducted in a timely manner.
Counseling employees with regard to disciplinary actions taken in response to violations of institutional policies or procedures.
Preparing and initiating departmental schedule. Coordinating scheduling needs.
Monitor employee time for overtime, sick time, FMLA, and vacation usage. Entering and approving time into payroll system.
Conducting departmental staff meetings.
Acting as liaison between unit, family, and outside agencies, such as Medical Examiner, TDS, funeral homes, State Vital Records.
Coordinating autopsy services with Department of Pathology
Maintaining contracts, monitoring charges, ensuring contracts remain current.
Scheduling and monitoring maintenance /repairs.
Assessing inventory and managing supplies and forms for the department.
Developing employee, nursing, physician training materials, as well as information/ documents for family related to death.
Coordinating with Management any changes required with practices or processes affected by changes in State Regulations for all locations.
Serving as department representative on committees.
Facilitating viewing/identification of deceased in morgue.
Addressing concerns/issues from family, staff, and outside vendors.
Being liaison between physicians and funeral homes to assure Death Certificates are complete and accurate.
Partnering with Tennessee Health Department and VRISM Death Certificate team to ensure Vanderbilt Medical Center is compliant with State Death Certificate vital events registration system.
Preparing Death Certificates for distribution in the State VRISM database.
Notary Republic Preparing and submitting Notarized Death Certificate affidavits.
Entering fetal death reports into VRISM for L&D and GYN Surgery
Coordinating Vanderbilt sponsored cremations for infants/fetuses including obtaining cremation permit and Death Certificates. Scheduling cremation with Vendor.
Arranging yearly burial of cremated remains.
Coordinating the release of deceased patient valuables with Admitting office
Meeting with families, answering questions and returning cremated remains.
Compiling and distributing monthly reports within the Hospital and to outside agencies.
Coordinating release process for all deceased patients
Completing application and coordinating burial services for Indigent deceased patients with Metro Social Service.
Investigating all leads to locate next of kin for deceased patients and ensuring next of kin is notified of death once identified.
Serving as point of contact for families to address questions related to funeral/ cremation arrangements.
Serving as disaster team leader. Maintaining and updating all departmental disaster related materials associated with emergency preparedness plans.

REQUIRED:
Bachelor's Degree (or equivalent experience)
3 years of management/supervisory experience

You will work on site at the VUMC Office of Decent Affairs located at 1211 Medical Center Dr. in Nashville, TN. Although you will predominantly work daytime business hours, this office is 24/7/365, so some holiday/weekend work will be required. As manager, you will rotate on-call duties with the Director every other alternating week, so this means you will potentially work overnight at times.

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DEPARTMENT SUMMARY :

The Office of Decedent Affairs at Vanderbilt University Medical Center is here to answer questions and provide information about the release of the deceased loved one, death certificates, the medical examiner or autopsy. We will also help make decisions that best fit the loved ones' needs during this difficult time. We ensure paperwork is completed correctly and that the deceased is released to the funeral home or crematory that they've chosen. For more information, please visit

KEY RESPONSIBILITIES
Participates in projects and/or on-going work activities (timelines, work plans, deliverables) aligned with area initiatives.
Supervises day to day performance of staff as assigned through ongoing assessment and coaching to achieve goals.
Ensures effective operation of an area through development and supervision of processes.
Assists in preparation of the annual operating and capital budgets.
The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES
Clerical/Administrative (Advanced): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
Leadership (Intermediate): Formulates a vision while motivating & guiding employees promoting engagement. Leaders state precise goals, ensures the commitment of individuals to those goals, defines the methods of measurement, and provides the incentive to accomplish measureable outcomes.
Quality Management (Novice): Developing a systematic process of checking to see whether a process or service is meeting specific requirements.
Business Results (Novice): Ability to achieve business results while focusing on quality, customer satisfaction, and stewardship.
Compliance (Intermediate): Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.
Operations Planning (Intermediate): Anticipates resource needs to meet objectives and implements appropriate processes.
People Management (Intermediate): Interacting, communicating, building relationships and developing employees.

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: Directs activities to achieve operational plans with some near term effect on results of the department/area.* Problem Solving/ Complexity of work: Identifies issues, gathers facts to resolve technical and operational problems. * Breadth of Knowledge: Applies in-depth knowledge and skills of a professional/technical area and basic management knowledge to manage the work of the team.* Team Interaction: Leads a complex department with a focus on implementation. Typically executes on a short to medium term strategies.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas. - Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships. - Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences .Delivering Excellent Services : - Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them. - Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions. - Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly. - Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area. - Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation: - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches. - Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges. - Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

5 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.