Therapy Administrative Assistant

Job Title: Therapy Administrative Assistant

Job Code: 1006

Department: Inpatient Therapy Programs

Exempt/Non-Exempt: Non-Exempt

Reporting Relationship: Director of Inpatient Rehabilitation

Mary Free Bed Summary

We have the great privilege of helping patients and families re-build their lives. Its 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

Restoring hope and freedom through rehabilitation.

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

Provides administrative and project support to the Inpatient Rehabilitation Director to facilitate smooth operation of the Department. The administrative assistant also provides direct and indirect support for the Therapy Operations Manager and Therapy Team Leads as approved by the Director.

Essential Job Responsibilities

Responsible for administrative and project support for the Director of Inpatient Therapy

o Assists with managing Director and Therapy Operations Manager calendars and scheduling meetings as requested.

o Prepare agendas agenda materials and take minutes for specialty program leadership meetings team lead meetings and other meetings as requested by Director.

o Schedules meeting rooms and manages audio-visual technology as indicated for virtual participation (Webex or TEAMS) and recording when requested.

o Maintain records meeting notes reports and other documents utilizing SharePoint or other approved electronic platforms

o Maintain and update SharePoint sites for Inpatient Therapy Specialty Programs and Therapy Support Personnel according to guidance provided by Director assuring appropriate levels of access as directed

o Assists Director and Therapy Operations Manager in developing reference guides or policies and procedures as requested

o Assumes primary responsibility for collaborating with MSU and MFB personnel in scheduling and assigning MSU Medical Students to PT shadow experiences including facilitating warm handoff of each student to assigned MFB team leader or designee

o Supports employee engagement initiatives including:

Plans recognition activities for OT month SLP month PT month

Coordinates graduation recognition event for PT residents and OT Fellow

o Orders/replenishes office supplies.

Performs budgetary support functions

o Monitor and track continuing education requests from therapy staff validating approval from Director and assisting with processing related registration travel and lodging expenses as approved by Director

o Reconciles invoices prior to remittance

o Manages credit card reconciliation for Director

o Assists with business related travel arrangements of Director and processing of related expenses

o Assists with coverage contracts as requested

Supports onboarding of new hires to therapy department through collaboration with hiring leaders:

o Submits network user forms for new hires or as requested for changes to existing employees

o Prepares and submits Wellsky templates to IT

o Updates IP Therapy Staffing Record

o Tracks completion of new hire documents due 90 days from start date (orientation records competencies and completion of probationary evaluation

o Updating IP Therapy Staff directory

o Sending welcome & introductory bio of new staff to other clinical staff

Other duties as assigned

Well embrace all people by:

o Treating everyone with dignity and respect.

o Opening more doors to opportunity for others to succeed.

o Growing talent and people.

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

o Taking action against discrimination.

o Honoring our differences and how we collaborate.

o Educating staff patients and the communities we care for.

o 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 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 (Kronos MS Word MS Excel and QI Macros Affinity MS Office Outlook RFlow Charting) 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.

Physical Requirements for Essential Job Qualification

Levels:

None (No specific requirements)

Occasionally (Less than 1/3)

Frequently (1/3 to 2/3)

Majority (More than 2/3)

Remain in a stationary position: Majority

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: None

Up to 50 pounds: None

Up to 75 pounds: None

More than 100 pounds: None

Other weight: Up to pounds

Other:

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

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.