Administrative Assistant - Inpatient Rehab Programs

  • Mary Free Bed Rehabilitation Hospital
  • 235 Wealthy SE Grand Rapids Michigan 49503 United States
  • Feb 06, 2019
Full-time Office and Clerical

Job Description

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.  Mary Free Bed stands apart from other organizations by the unique combination of:
Mission Statement
Restoring hope and freedom through rehabilitation.

Diversity and Inclusion
Mary Free Bed values diversity and inclusion among patients, families and staff. We strive to hire people who reflect the communities we serve. Our employees will serve all patients, families and each other with dignity and respect.
Performs secretarial and administrative assistant duties for the Directors of Inpatient Therapy and Care Management. Performs liaison activities for the inpatient therapy programs and other departments within the MFBRH system, and with organizations outside of Mary Free Bed.
Essential Job Responsibilities:

  • Responsible for administrative and secretarial support for the Directors of Inpatient Therapy and Care Management.
    • Answers/screens phone calls, greets visitors, and makes appointments.
    • Assists with managing Director email, appointments and meetings as requested.
    • Maintains administrative records and files as required.
    • Covers the telephone for Director of Inpatient Therapy and Care Management.
    • Composes memos and letters.  Creates forms, fliers, and meeting notices.
    • Copies and faxes documents.
    • Takes minutes at meetings as requested.
    • Schedules and sets up meeting rooms (seating, audiovisual, refreshments, etc).
    • Sorts/distributes mail.
    • Types department policies and procedures.
    • Maintains all therapy and hospital policy and procedure manuals for therapy programs.
    • Orders/replenishes office/conference room supplies.
    • Initiates purchase orders/check requests/petty cash slips for therapy expenses. Tracks and maintains records.
    • Collects data and creates graphs for the therapy leadership group.
    • All other tasks or projects as assigned by Director.
  • Maintains and checks accuracy of the various reports.
  • Performs budgetary and performance appraisal functions:
    • Maintains records of student contracts, continuing education, or other information.
    • Oversees expenditures associated with inpatient therapy secretaries.
    • Reconciles invoices prior to remittance.
    • Assists with performance appraisal process by preparing data and documents for the Director as requested.
  • Supervises Inpatient Schedulers and/or Department Secretary positions within the Inpatient Therapy Programs (if applicable):
    • Oversees the scheduling and coordination of all patient appointments for therapy.
    • Oversees the clerical and support services provided by all inpatient therapy secretaries.
    • Evaluates the annual performance of scheduler and secretarial staff
  • Performs payroll functions within the Inpatient Therapy and Care Management Departments. Assures that time and pay recordsare accurate and ready for final processing by Payroll Manager:
    • Performs regular reconciliation of employee hours within the Payroll system.
    • Performs edits to staff time cards (missed punches, no lunch, CE/Meeting time, unit/job change, shift incentive bonus, etc.).
    • Follows hospital policy for payment of PTO /EIB/Holiday Pay, etc.
  • Assists in developing and publishing newsletters, brochures, fliers, and other materials for Directors and staff within the inpatient therapy programs:
    • Writes and edits articles.
    • Inserts clip art images, takes photographs.
    • Finalizes/formats final layout.   Works with Media specialist when needed.
    • Copies and distributes.
Essential Job Qualifications (Knowledge, Education & Training Required)
  • High school education or equivalent.
  • Ability to type 70 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 (API, MS Word, MS Excel and QI Macros, MS Office Outlook, RFlow Charting) are essential.
  • Previous work experience in an administrative/secretarial position.
  • Ability to work with people of diverse backgrounds.
  • Ability to make independent decisions as well as preserve the confidentiality of special matters.
  • Physical Demands:
    • Able to exert up to 10 pounds of force occasionally (up to 1/3 of the time)
    • Able to lift, carry, push, pull, up to 10 pounds occasionally
    • Able to sit for the majority of the time, but may involve brief periods of time involving walking or standing.
    • Able to use keyboard frequently (1/3 to 2/3 of the time)
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.