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.

Mary Free Bed is a not-for-profit, nationally accredited, rehabilitation hospital with 167 inpatient beds - 119 acute and 48 sub-acute. There are numerous outpatient programs as well as home and community services. 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.

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.

Summary:

The Administrative Coordinator will perform secretarial and project management duties for the department and will be responsible for various project plans, schedules and project documentation.

Additional responsibilities include active participation in Quality Improvement initiatives within the department through data collection, analysis and reporting, and ensuring compliance with organizational and accreditation regulations.

Essential Job Responsibilities:

- Project coordination:

- Monitor projects, providing direction on day to day work tasks, guidance on project involvement, training and development

- Provide strong project management with the ability to create work plans with milestones and define critical steps to assure projects are on time and within budget

- Provide clear and consistent communication of project status both internally and externally with leadership and with stakeholders

- Partner with other departments and groups to seek out opportunities to increase technology and end-user operational efficiencies

- Independently compose/develop routine memos, correspondence, agendas, reports, and written materials to communicate plans and programs

- Highly involved in accreditation preparation for Joint Commission, CARF, and other applicable accreditation bodies

- Contribute to project planning and arrangements internally and with outside organizations

- Responsible for, and in conjunction with Leadership, for the training, guidance, and leading regular meetings

- Answer phones, greet visitors and make appointments

- Maintain administrative records, files, data entry, tracking and reports

- Plan and execute department meetings and event, types and sends out announcements of meetings and materials

- Quality Improvement:

- Work with appropriate Leadership Team members to develop action plans related to projects and monitors in the Staffing Effectiveness or Patient Safety projects

- Act as a liaison to assure that Policy and Procedure manuals are updated/revised on a regular basis

- Develop and implement proposals for improving operational efficiencies

- Create and lead teams with system documentation and best practices

- Update and maintain department policies and safety data materials

- Staffing/Scheduling:

- Assist in developing the staffing models and schedules

- Act as a key liaison along with the leadership, MFB Human Resources, Education, and Professional Services departments

- Collaborate with Leadership regarding staffing/scheduling needs, changes, and vacancies

- Process staff time for payroll, developing and analyzing reports and maintaining records of absenteeism and tardiness for staff

- Analyze staff vacation and continuing education requests per budget and organizational needs

- Provide pertinent information to Leadership for the completion of the Employee Change Forms (ECF) when approved by Leadership

- Monitoring of Financial Performance:

- Coordinate and monitor monthly spending against department budget

Essential Job Qualifications (Knowledge, Education & Training Required):

- Associate degree or 2 years relevant work experience, Bachelor's degree preferred.

- Demonstrated project management skills.

- Proficient utilization of Microsoft Office and ability to successfully learn other computer applications.

- At least 2 years of previous scheduling/staffing experience preferred.

- Outstanding written and oral communication skills.

- Must be detail oriented with demonstrated ability to analyze multifaceted situations to determine appropriate course of action.

- Ability to work independently at a high level of efficiency; working independently to prioritize workload and meet deadlines given a high-volume workload with multiple interruptions

- Excellent customer service skills required.

- Able to maintain confidentiality

- 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.

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