Unit Secretary

maryfreebed; Grand Rapids (MI); On-site; USD 40,000 - 48,000; Full time

Job summary

Mary Free Bed invites applications for a Unit Secretary in Grand Rapids, MI. This full-time daytime role supports inpatient rehab by handling clerical tasks, coordinating departments, and serving as a key communication hub for patients and staff.

The position requires strong MS Word/Outlook/Excel skills and experience with medical EMR. You will assist with admissions, discharges, and scheduling while contributing to a compassionate, family-centered culture.

Qualifications

• Strong clerical and administrative support skills essential for coordinating care in a hospital setting.
• Excellent communication, multitasking, and attention to detail in a fast-paced environment.

Responsibilities

• Communicates and exchanges information in a timely manner with departments in acute care hospitals.
• Completes physician orders and requests from nursing staff according to policy.
• Confers with the RN to schedule patient activities and tests.
• Maintains updated lists for nursing and physicians.
• Answers telephones, takes messages, and relays to the appropriate person.
• Performs admissions, discharges, and transfers of patients per policies.
• Monitors supply levels and orders office supplies and equipment as needed.
• Manages multiple communication systems, including phone, email, and in-person requests.
• Supports orientation and training of new employees and completes required training.

Skills

Clerical & Administrative Support

Tools

Microsoft Word

Outlook

Excel

EMR

Job description

Day Shift (United States of America)

Employment Type

• Full-time - Days

Compensation:

• Starting wage $19.50 (eligible for increase based on experience)

Days Worked

• Every third weekend requirement, every third holiday rotation requirement.

Hours:

• 40 hours/week, 8-hour shifts

Primary Location

• Main Hospital - Grand Rapids, MI

Department Name

• Inpatient Acute Rehab

Other Benefits:

• Annual Merit Increases
• Health Insurance (Medical, Dental, Vision,)
• PTO
• Holiday Pay
• PSLF Eligible
• Tuition Reimbursement

Summary

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.

Employment Value Proposition

Diversity, Equity, and Inclusion. Our Commitment to providing an inclusive environment for patients, families, staff, and community, through embracing Diversity, Equity, and Inclusion T.O.G.E.T.H.E.R.

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

The Unit Secretary has the role of providing various administrative and patient facing duties in the rehabilitation hospital. Unit secretaries interact with mulit-professional departments to coordinate the care of admitted patients. Acts as a liaison between hospitals, clinical staff, providers, and patients to process referrals and consultations. The unit secretary is first line communication for all incoming calls to the nursing units, admits and discharges patients from the electronic medical record, and keeps organized details for appointments and transfers of patients.

Essential Job Responsibilities

Clerical and Administrative Support - Each unit secretary is required to perform the following skills:

• Communicates and exchanges information in a timely manner with employees from departments in acute care hospitals that provide services for Mary Free Bed patients.
• Completes applicable physician orders and requests from the nursing staff and communicates according to policy or department processes.
• Confers with the responsible RN to schedule patient activities and tests
• Maintains appropriate lists for nursing and physicians with updated information.
• Answers telephones, takes messages, and communicates messages to the appropriate person
• Performs clerical functions such as admissions, discharges, and transfers of patients according to policies and processes.
• Monitors supply levels, and orders office supplies and equipment as needed. Receives and places items in proper storage areas.

Communication - Each staff member in the Nursing Department is responsible to communicate in a timely, professional, and respectful manner always.

• Competently and professionally manage multiple communication systems simultaneously, including answering and triaging incoming calls using mulit-line phone system, internal communication with staff, monitor email, and face-to-face requests from staff, patients, and families.

Employee training and competency assessments - Each unit secretary is responsible for orientation and training of new employees. Additionally, each employee must complete all required training and competency assessments prior to the posted deadlines.

Working knowledge of Microsoft Word, Outlook email, Excel, medical EMR and basic knowledge of PC applications.

The unit secretary is also responsible for other department tasks, as assigned, and in alignment with departmental policies and