Administrative Assistant

Administrative Assistant

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
• 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

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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

Preferred Job Qualifications