Wheelchair and Adaptive Sports Administrative Assistant

Part-time (.6 FTE); Monday - Thursday

Compensation: starting wage $22/hr, additional based on experience

Benefits eligible

Summary

Performs administrative and advanced clerical support for the Wheelchair and Adaptive Sports/Recreational Therapy Department. Greets, provides information, and responds to the needs of patients, families, staff, and visitors who contact Wheelchair and Adaptive Sports/Recreational Therapy.

Essential Job Responsibilities

• Responsible for administrative support for the Wheelchair and Adaptive Sports/Recreational Therapy Department:

• Answers/screens phone calls, greets visitors, and schedules appointments for departmental staff.

• Maintains departmental records and filing systems on a timely basis.

• Collects, reports, and distributes information collected through patient satisfaction surveys (CARF Pediatric, wheelchair sports satisfaction, etc.).

• Maintains CRM system for sports participants, recreational therapy support group participants, volunteers, and donors.

• Sorts/distributes mail.

• Maintains inventory lists for all Wheelchair and Adaptive Sports equipment including quarterly equipment review meetings.

• Assists Manager with annual budget information and tracking.

• Schedules and sets up meeting rooms (seating, audiovisual, refreshments, etc.).

• Maintains Wheelchair and Adaptive Sports conference room calendar.

• Completes departmental typing, data entry, copying, faxing, printing, and marketing material requests.

• Works with Marketing to create quarterly Rec Connect program brochure.

• Distributes marketing materials for Wheelchair and Adaptive Sports throughout the hospital.

• Assists in creating and updating Power Point Presentations for Wheelchair & Adaptive Sports and Recreation Therapy presentations.

• Creates and maintains Share Point pages for Wheelchair and Adaptive Sports/Recreational Therapy.

• Creates and maintains volunteer opportunities for Wheelchair and Adaptive Sports/Recreational Therapy Department. Records and report volunteer hours.

• Maintains and reports sponsor/grant trackers for Wheelchair and Adaptive Sports/Recreational Therapy.

• Provides support for Wheelchair and Adaptive Sports/Recreational Therapy events:

• Assists Manager and Sports Coordinators in organizing and implementing events including clinics, tournaments, and fundraisers.

• Organizes and schedules external resources for events.

• Creates, maintains, and communicates support group and educational meeting information.

• Creates marketing flyers, presentations and videos for events.

• Creates, updates, and maintains the monthly recreational therapy patient event calendar and events calendar for Wheelchair and Adaptive Sports.

• Coordinates registration process including off-site clinics and tournaments which may include evening and weekend hours.

• Verifies and updates all required demographic data elements necessary to register participants.

• Provides day of event support to responsible teams.

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.

• Minimum 3 years of related work experience

• Active driver's license

• Proficient computer skills

• Proficient in Microsoft PowerPoint, Excel and Word.

• Outstanding organizational skills and customer service skills are required.

• Ability to perform in a high-paced environment with a positive attitude.

Preferred Job Qualifications

• Associate Degree in Business or related field

• Typing speed of 50 wpm

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: Occasionally

Traverse or move around work location: Frequently

Use keyboard: Majority

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: Occasionally

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 recruitment@maryfreebed.com.

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.