Administrative Assistant Job at Mary Free Bed Rehabilitation in Grand Rapids

Department

Sub-Acute Rehab

Hours

40 hours/week

Other Benefits

Annual Merit Increases, Health Insurance (Medical, Dental, Vision,), PTO, Holiday Pay, PSLF Eligible, Tuition Reimbursement

Summary

Under minimal supervision, the Administrative Assistant provides administrative and project support to the VP of Sub‑Acute Rehabilitation and Director of Nursing, assisting in creation of spreadsheets, managing calendar and keeping track of projects to facilitate the smooth operations of Sub‑Acute Rehabilitation. The first line of communication rests with the AA who assumes responsibility and accountability for the administrative functions of Sub‑Acute Rehabilitation. The Administrative Assistant also provides direct and indirect support for the staffing office, Nursing Managers, Therapy, and Social Work.

Essential Job Responsibilities

• Assist the Director of Nursing in smooth operations of the administration office and support for nursing services.
• Generate professional looking and grammatically correct correspondence from VP/DON direction and/or self‑drafts to associates, executives from other institutions, businesses, and government.
• Maintain awareness with high degree of confidentiality on skilled nursing, hospital, and corporate issues.
• Arrange travel itineraries and reservations, seminar and conference registrations for the Leadership team and other staff members as requested.
• Prepare agendas, agenda materials and takes minutes for meetings as appropriate; prepares for meeting rooms, meals, refreshments and any audio‑visual equipment required.
• Manage personal calendar of the VP and DON, using discretion as to priorities and effective use of time.
• Maintains files and security of administrative records and confidential information.
• Generates professional answers/screen phone calls, greets visitors, and makes appointments.
• Posts/mails pertinent information to keep staff current on departmental/interdepartmental communications.
• Orders/replenishes office room supplies.
• Performs budgetary and performance appraisal functions; maintains record of individual staff’s yearly education allotment/expenses; oversees budgetary expenditures; assists with performance appraisal process by preparing associated documents for Leadership.
• Assists with performance appraisal process by preparing leadership employee change forms.
• Other responsibilities include: Submit network user forms for new hires and employee change forms for internal changes.
• Assist with meetings owned by Leadership, running Webex, recording meeting minutes, managing agenda and meeting materials.
• Assist VP of Sub‑Acute Rehabilitation in highly confidential matters in business and development.
• Assist with other tasks as needed (development of tracking tools, education request tools, etc.).
• 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 communities we care for, and restoring hope and freedom together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourage, coach, and monitor 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; participate in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Bachelor's degree in business, Health Care Administration or Allied Health care.
• Significant relevant work experience in a high‑level office management position with a minimum of 3-5 years of experience. Competent language and grammar skills with the ability to compose, edit and proof letters, memos, minutes and other correspondence.
• Proficient computer skills in multiple applications (MS Word, Excel, and Office Outlook) are essential.
• Ability to type 70 words per minute.
• Demonstrated organizational skill to independently manage multiple projects simultaneously with exceptional accuracy and attention to details.
• Ability to work with people of varying backgrounds.
• Competence to make independent decisions as well as preserve the confidentiality of special matters.

Preferred Job Qualifications

• Knowledge of spreadsheet creation software.
• Ability to provide analysis of productivity.

Physical Requirements for Essential Job Qualification

• No specific requirements.
• Occasionally (Less than 1/3).
• Frequently (1/3 to 2/3).
• Majority (More than 2/3) remain in a stationary position.
• Traverse or move around work location: None.
• Use keyboard: Frequently.
• Operate or use department specific equipment: None.
• Ascend/Descend equipment or ladder: None.
• Position self to accomplish the Essential Functions of the role: None.
• Receive and communicate information and ideas for understanding: Frequently.
• Transport, position, and/or exert force: Up to 10 pounds occasionally, Up to 25 pounds ___, Up to 50 pounds ___, Up to 75 pounds ___, More than 100 pounds ___, Other weight: Up to ___ pounds ___, Other: ___.

ADA Accommodation Statement

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.

Equal Opportunity Employer Statement

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.