Human Resources Coordinator - Grand Rapids, MI

Human Resources Coordinator - Talent Acquisition · 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 ...

Job description

Human Resources Coordinator - Talent Acquisition

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

At Mary Free Bed, we take pride in our values-based culture:

• 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

Responsible for recruitment support for designated positions and assisting the Talent Acquisition (TA) team with essential administrative tasks and activities. May act as a liaison for the department and other departments in the Mary Free Bed System. Leads onboarding for all hires into the Mary Free Bed System, with a focus on customer service, compliance, and data integrity.

Essential Job Responsibilities

Onboarding Compliance & Customer Experience (50%)

• Serve as a primary point of contact for employee and clinical student onboarding , delivering a high touch, customer service experience from offer acceptance through start date. Touch , customer service –oriented experience from offer acceptance through start date.

• Track, monitor , and validate all onboarding requirements (e.g., licensure, credentials, background checks, health clearances, documentation) for employees and clinical students, escalating compliance concerns to the Specialist or Senior Specialist as needed.

• Ensure accurate , timely , and compliant data entry for all new hires and rehires in the HRIS system.

• Partner with hiring leaders, academic partners, and internal HR teams to ensure onboarding timelines are met and regulatory standards are maintained .

• Provide clear guidance to candidates, employees, and students regarding onboarding steps, requirements, and expectations.

Recruitment Support (10 %) Boarding Support

• Assist Talent Acquisition team throughout the recruitment lifecycle, including:

• Conducting initial candidate outreach and screening calls.

• Scheduling interviews and coordinating pre employment onboarding steps.

• Screening candidates to assess interests, skills, and alignment.

• Coordinating references, assessments, and testing in partnership with hiring managers.

• Conduct daily review of new applicants under the direction of the Talent Acquisition Specialist.

• Create and post job requisitions in the talent acquisition system; maintain accuracy of postings across platforms.

• Support equitable and compliant recruitment practices, including antidiscrimination recruitment efforts.

Clinical Student & Academic Partnership Support (30%)

• Coordinate onboarding processes for clinical students , ensuring compliance with organizational, regulatory, and academic partner requirements.

• Distribute recruitment and onboarding information to colleges, universities, and training programs as appropriate .

• Maintain documentation and onboarding records related to student placements in accordance with policy and compliance standards.

HR Collaboration & Liaison Responsibilities (5%)

• Serve as a central connector for the HR department, acting as the first point of contact for employees, applicants, leaders, and partners. Own the intake, triage, and routing of HR inquiries with accuracy, urgency, and professionalism.

• Take full ownership of core responsibilities within the assigned HR functional area—Talent Acquisition, Total Rewards, Employee Relations, or Recognition—while maintaining a working knowledge of cross functional processes to ensure seamless support across HR. Functional processes to ensure seamless support across HR.

• Manage customer facing operations including phone lines, visitor support, request routing, and providing consistent, clear information to internal and external stakeholders.

• Maintain accurate and compliant HR documentation, including employee files, certifications, licensure tracking, and other required records that support HR compliance.

• Handle essential administrative workflows such as filing, mail processing, data entry, audit preparation, and updating internal systems.

• Act as a knowledgeable triage partner for HR policies, benefits, compensation/payroll questions, and general employee inquiries—directing issues to the appropriate functional partners while ensuring timely closure.

• Collaborate actively within the HR Coordinator Pod, sharing best practices, standardizing processes, and supporting coverage needs to ensure the HR department operates as a unified, high service team.

• Provide dependable project support including research, data gathering, surveys, and coordination for initiatives related to engagement, retention, benefits, compensation, performance management, and recognition.

• Serve as a functional system administrator for assigned platforms or workflows—ensuring accuracy, system integrity, and smooth coordination with internal teams, leadership, and external vendors.

Administrative, Reporting & Systems Support (5%)

• Maintain and update approved recruitment and onboarding files, manuals, and documentation.

• Monitor and maintain social media postings related to employment and recruitment activities.

• Coordinate and/or attend job fairs, conferences, and recruitment events; ensure materials are prepared, shipped, and available as needed.

• Coordinate team purchases for office supplies, onboarding materials, and recruitment giveaways.

• Provide administrative support to the Talent Acquisition team, including answering phones, screening calls, routing inquiries, and initiating appropriate follow-up .

• Prepare the monthly recruitment dashboard report

• In coordination with the HR team, assist in the coordination of meetings, and other training sessions – send invitations to staff, coordinate food and meeting rooms for sessions, etc.

• We'll embrace all people by:

T reating everyone with dignity and respect.

O pening more doors to opportunity for others to succeed.

G rowing talent and people.

E nsuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

T aking action against discrimination .

H onoring our differences and how we collaborate.

E ducating staff, patients and the communities we care for.

R estoring hope and freedom, together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behavior as well as encourages, coaches, and monitors the same among 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

• Associate's degree or equivalent experience

• 2 Years of experience in customer service field

• Experience in data entry is required

• Familiarity with Microsoft 365 suite including Teams, Excel and Copilot

• Experience with calendar management and/or project management (later preferred)

• Excellent at tracking timelines/deadlines

• Demonstrated interpersonal skills; i.e., able to greet public and work well with a variety of 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

Preferred Job Qualifications

• Bachelor's Degree

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: majority

Traverse or move around work location: _____

Use keyboard: frequently

Operate or use department specific equipment: _____

Ascend/Descend equipment or ladder : _____

Position self to accomplish the Essential Functions of the role : _____

Receive and communicate information and ideas for understanding: _____

Transport, position, and/or exert force:

Up to 10 pounds: occasionally

Up to 25 pounds: _____

Up to 50 pounds: _____

Up to 75 pounds: _____

More than 100 pounds : _____

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 .

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 .