Administrative Assistant

Job Title: Administrative Assistant

Department: Mary Free Bed @ Munson Healthcare

Exempt/Non-Exempt: Non-Exempt

Reporting Relationship: Vice President of Rehabilitation

Schedule: Monday-Friday, 8am-4:30pm

Compensation: Starts at $20.94/hourly, based on years of experience

Benefits:

We offer a complete benefits package including:

• Opportunities for annual merit increases
• Medical, Dental, Vision
• PTO, Holiday Pay, Sick Pay (Extended-Illness Insurance)
• PSLF Eligible
• Tuition Reimbursement
• Retirement Savings Plan (403b)
  and so much more!

Mary Free Bed Summary

We have the great privilege of helping patients and families re-build their lives. It's extraordinarily meaningful work and the reason we greet the day with optimism and anticipation. When patients "Ask for Mary," they experience a culture that has been sculpted for more than a century. Our hallmark is to carefully listen to patients and innovatively serve them. This is true of every employee, from support staff and leadership, to clinicians and care providers.

Mary Free Bed is a not-for-profit, nationally accredited rehabilitation hospital serving thousands of children and adults each year through inpatient, outpatient, sub-acute rehabilitation, orthotics and prosthetics and home and community programs. With the most comprehensive rehabilitation services in Michigan and an exclusive focus on rehabilitation, Mary Free Bed physicians, nurses and therapists help our patients achieve outstanding clinical outcomes.The growing Mary Free Bed Network provides patients throughout the state with access to our unique standard of care

Mission Statement

Mary Free Bed: Restoring hope and freedom through rehabilitation.

Munson: Munson Healthcare and its partners will work together to provide superior quality care and promote community health.

Employment Value Proposition

At Mary Free Bed, we take pride in our values-based culture:

• Focus on Patient Care. A selfless drive to serve and heal connects all MFB employees.
• Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.
• Family Culture. We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.
• Trust in Each Other. Each employee knows that co-workers can be trusted to make the right decision for our family, patients, staff, and community.
• A Proud Tradition. Years of dedicated, quality service to our patients and community have yielded a reputation that fills our employees with pride.

Summary

Under minimal supervision, the Administrative Assistant will provide administrative and project support to the Leadership Team at MFBM to facilitate the smooth operations of the Rehabilitation Service Line. The first line of communication to the Vice President rests with the Administrative Assistant who assumes responsibility and accountability for the administrative functions of the Office. The Administrative Assistant also provides direct and indirect support for nursing, and therapy leaders.

Essential Job Responsibilities

• Responsible for administrative support for the Vice President of MFBM, exercising independent judgement

  • Answer/screen phone calls, greets visitors, and makes appointments

  • Monitor and maintain Directors email, schedule and meetings as requested

  • Maintain administrative records and files as required

  • Highly involved in accreditation preparation for TJC and other applicable accreditation

  • Create and compose memos, letters, forms, and fliers

  • Copy and fax documents

  • Take minutes at meetings as requested

  • Schedule and set up meeting rooms (seating, audiovisual, refreshments, etc.)

  • Sort/distribute mail

  • Type department policies and procedures

  • Maintain all hospital policy and procedure manuals for the Inpatient Rehabilitation programs

  • Order/replenish office/conference room supplies

  • Initiate purchase orders/check requests/petty cash slips for IP leadership team; track and maintain records

  • Collect data and create graphs and PowerPoints for the leadership team

  • All other tasks or projects as assigned by Director

• Maintain and check accuracy of the various reports

• Perform budgetary and performance appraisal functions:

  • Oversee expenditures associated with unit

  • Reconcile invoices prior to remittance

  • Assist with performance appraisal process by preparing data and documents for the Director as requested

• Perform payroll functions for rehabilitation staff as assigned; assure time and pay records are accurate and ready for final processing

  • Perform regular reconciliation of employee hours within the Payroll system

  • Perform edits to staff timecards (missed punches, no lunch, CE/Meeting time, unit/job change, shift incentive bonus, etc.)

  • Follow hospital policy for payment of PTO/EIB/Holiday Pay, etc.

• Maintain Staffing/Scheduling records

  • Assist in overseeing the staffing and coverage placement and schedules for the rehabilitation team of MFBM as assigned

  • Proactively identify staffing needs and works with the therapy Leadership to address staffing needs based on census levels acuity and staff skill mix.

• Collaborate with department leadership and marketing team in developing and publishing newsletters, brochures, fliers, and other materials

  • Write and edit articles

  • Insert clip art images, takes photographs

  • Finalize/format final layout; work with Media specialist when needed

  • Distribute via printed copies and online

• We'll embrace all people by:

Treating everyone with dignity and respect.

Opening more doors to opportunity for others to succeed.

Growing talent and people.

Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

Taking action against discrimination.

Honoring our differences and how we collaborate.

Educating staff, patients and the communities we care for.

Restoring hope and freedom, together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• High school education or equivalent

• Ability to type 50 words per minute, take accurate minutes of meetings, and operate transcriber

• Competent language and grammar skills with the ability to compose and edit letters and memos

• Proficient computer skills in multiple software applications (MS Word, MS Excel and MS Office Outlook) are essential

• Previous work experience in an administrative/secretarial position

• Ability to work with people of all backgrounds

• Ability to make independent decisions as well as preserve the confidentiality of special matters

Preferred Job Qualifications

• Business school, business experience, or some college education.

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Talent Acquisition team at recruitment@maryfreebed.com.

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.