Human Resource Assistant at Mary Free Bed Rehabilitation in Saginaw, Michigan

Job Description:

Mary Free Bed Rehabilitation Hospital

Job Description

Job Title: Human Resources Assistant

Job Code: 1073

Department/Program:Human Resources

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.

Mission Statement

Restoring hope and freedom through rehabilitation.

Summary:

Processes and maintains all Mary Free Bed employee documents and records. Updates and maintains employee database, and produces employee reports as requested. Ensures required employee documentation is submitted to Human Resources accurately and timely. Responds to calls and visitors to Human Resources, triages requests, and refers requestors to the appropriate Human Resources representative. Provides support for compensation, benefits, employee relations, recruitment, payroll, volunteer services, medical education and other Human Resources functions. Coordinates employee activities and events. Assists Human Resources staff with special projects.

* 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 his/her 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.

Essential Job Responsibilities:

• Provides administrative support to entire Human Resources Department as requested. Answers Human Resources phone lines, triages calls, and takes messages. Greets employees, applicants, and other visitors. Responds to requests for information in a warm and welcoming manner.


• Maintains employee records and filing systems. Ensures submitted documents are complete and accurate before filing.


• Processes Employee Change Forms (ECF).


• Runs and submits required Michigan new hire reports monthly. Compiles bi-weekly new hire, termination, and name change reports and distributes to designated recipients. Prepares monthly reports to track professional licensure and I-9 expirations. Sends reminder notices to employees and managers prior to expiration dates to ensure renewals are completed timely.


• Assists with positions as needed. Reads and reviews all applications/resumes. Contacts potential candidates by telephone and performs initial screen. Interviews best candidates and determines candidates' interests and skills. Using knowledge of the hiring department/program and the candidates' interests and skills to ensure the best match, sells candidates on the Mary Free Bed system, surrounding area, etc. In conjunction with the Employment Specialists, coordinates interviews, references, assessment testing, etc., with the hiring managers. Completes background checks and appropriate new hire paperwork, including employee health documentation.


• Records and publishes minutes of Human Resources staff meetings.


• Assists with the maintenance of the Human Resources' intranet website. Ensures information is current and accurate.


• Ensures mandatory employment posters are current and in central locations. Coordinates updates with employment poster vendor.


• Coordinates or supports employee recognition events and activities (e.g. monthly anniversary luncheons, holiday meals, New Employee Orientation, new hire activity events, United Way, Anniversary dinner, etc.). Sends invitations, maintains lists of attendees, makes room reservations, and orders refreshments.


• Acts as a back-up to the Payroll Administrator as needed. Provides administrative support to the Payroll Administrator on a weekly basis.


• Provides assistance in the coordination of annual mandatory activities with the safety and Risk Management Assistant. (HealthStream/Halogen/Education Academy).


• Assists with a variety of benefit and compensation activities, bulk mailings, enrollment audits, data entry, compensation committee support and other activities, as requested. Answers employee questions regarding benefits and compensation or refers questions to other HR staff if appropriate.


• Provides administrative support to the Human Resources Staff as requested.


• Provides notary public services for employees and patients.


• Assists with the Employee Performance Evaluation Program. Creates and maintains logs for tracking 90-day performance evaluations (new hires/transferred employees) and annual performance evaluations. Sends reminder notices to managers if evaluations are not submitted timely.


• Updates management and leader group lists/rosters as changes occur. Ensures lists/rosters are current and accurate.


• Responds timely to employment verification requests from other employers or mortgage companies. Ensures hospital procedures are followed consistently in providing information to external requestors.


• Orders employee and patient/visitor MFB logo items as requested. Reviews incoming invoices and confirms orders before submitting to HR Manager for processing.


• Maintains tracking log for in-stock MFB logo items.


• Responsible for petty cash box for Human Resources and ensures appropriate cash is available.


• Administrative duties including but not limited to mail distribution, room scheduling, equipment reservation, HR Bulletin Board, office supply ordering etc.


• Maintains Human Resources Assistant procedures manuals and makes updates as changes occur for recruitment and administrative duties.


• In coordination with Employment Specialist, oversee the HR intern program


• Post positions in the Employment software upon notification of being approved by management. Post the position according to the directions provided by the Employment Specialist and the job requisition. Helps recruit


• Creates advertisements and assists with recruitment sourcing, as needed. Sends Mary Free Bed recruitment information to colleges and other sources. Assists with diversity recruitment efforts.


• Tracks new employee's employee health requirements and follows up to ensure compliance.


• Prepares internal equity reports. Prepares annual turnover report. Maintains high confidentiality regarding pay rates, employment offers and candidate information.


• Sends out exit interview request notifications to outgoing employees and schedule exit interviews if required.


• Monitors and maintains social media postings for employment related activities.

Commitment to Diversity, Equity and Inclusion

Embrace Diversity, Equity and Inclusion, by:

• 
  Treating everyone with dignity and respect


• 
  Opening more doors to opportunities for underrepresented cultures


• 
  Growing talent and people


• 
  Evaluating and eliminating disparities


• 
  Taking action against injustices, bias and racism


• 
  Honoring our differences and how to collaborate


• 
  Educating staff, patients and the communities we care for


• 
  Restoring Hope and Freedom, together

Essential Job Qualifications (Knowledge, Education, and Training Requirements):

• Previous experience in a responsible administrative support position and/or experience working in a Human Resources Department


• Associate Degree or relevant experience


• Competence in word processing (type 60 words per minute) and spreadsheet applications


• Proficiency with Microsoft Word Office


• Demonstrated interpersonal skills. Ability to greet public and work well with


• Diverse people, including the physically disabled


• Demonstrated organizational and problem solving skills


• Excellent verbal and written communication skills


• Ability to make independent decisions and coordinate projects as needed


• Detail-oriented with an aptitude for math


• Outgoing, driven, with a desire to work in a front office support position


• Enthusiasm for and proven ability to work in a team environment


• Strong multi-tasking ability


• 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)

Other Preferred Job Qualifications:

• Previous health care experience


• Bachelor's Degree

Reporting Relationship:

Human Resources Generalist

The above statements are intended to describe the general nature and level of work being performed by employees in this classification. If you require a reasonable accommodation to perform the essential functions of this position, you must request accommodation in writing, within 182 days after you know or should know of the need for accommodation.