Human Resources Coordinator - Total Rewards

Mary Free Bed Rehabilitation Hospital•Grand Rapids, MI

About The Position

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 Coordinates various Human Resources functions and may provide support in multiple areas of the department which include: volunteer services, compensation and benefits, recruiting, employee relations, training and development, and payroll. Provide support for the HR front office. The Total Rewards Coordinator provides administrative and operational support across the organization’s compensation, benefits, and leave programs. This role ensures timely processing, accurate documentation, and exceptional employee service while helping maintain compliance with relevant laws, policies, and plan requirements. The Coordinator partners closely with HR team members, vendors, and employees to support the daytoday execution of Total Rewards programs.-to-day execution of Total Rewards programs.

Requirements

Associates Degree in related field
1-3 years applicable experience
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
Maintains strict confidentiality of employee records, sensitive Human Resource matters, and company information in compliance with organizational policies and legal requirements.
High level of verbal and written communications skills and ability to multi-task
High level of service orientation with strong sense of urgency
Flexibility and adaptability
Demonstrated ability to build professional relationships
Strong analytical, problem solving and organizational skills
Demonstrated commitment to organizational mission with a whatever it takes attitude
Outgoing, reliable, driven and ability to work in a team environment.

Nice To Haves

Prior experience in a healthcare setting
Bachelor's preferred

Responsibilities

Support the administration of total rewards programs by completing timely transactions, maintaining accurate records, and assisting with employee inquiries.
Maintain familiarity with basic federal and state regulations related to benefits, compensation, and leave to help ensure compliant processes.
Assist with data collection, reporting, and participation in market or benchmark surveys.
Help develop and distribute communications related to Total Rewards initiatives, updates, and annual cycles.
Prepare routine materials such as employee notices, benefit guides, presentations, and information sheets.
Provide excellent customer service by responding to employee questions and escalating complex issues to the Total Rewards Specialist or HR leadership as needed.
Process benefit enrollments, terminations, qualifying life events, and changes within the HRIS and carrier systems.
Provide courteous and timely responses to employees regarding benefit questions or issues.
Escalate complex benefit questions to Total Rewards team while ensuring consistent policy application.
Support accurate and timely loading of inbound/outbound carrier files and assist with file error resolution.
Assist with weekly benefit billing activities, invoice reconciliation, and audit processes.
Track and maintain benefit-related documentation, notices, and employee communications.
Help coordinate open enrollment activities—including system testing, materials preparation, scheduling, and employee education logistics.
Provide administrative support for ACA compliance (data reviews, reporting tasks, records maintenance).
Maintain accuracy of job and compensation data in the HRIS, including pay changes, job codes, and job profile updates.
Assist with collecting and organizing compensation data for internal analyses or external market surveys.
Support the maintenance of job descriptions by tracking updates and assisting in formatting and version control.
Help prepare materials for annual compensation cycles, including merit increase processing and communication distribution.
Assist in preparing and distributing Total Rewards Statements.
Process and maintain documentation for employee leave requests under FMLA, ADA, state leave laws, and company policies.
Track leave hours, return-to-work dates, and required certifications, ensuring timely communication with employees and managers. Track return to work dates, and required certifications, ensuring timely communication with employees and managers.
Prepare routine employee notifications related to leave status, recertification needs, and return-to-work requirements.
Maintain accurate leave records in the HRIS and support reconciliation with payroll.
Escalate complex leave cases to Total Rewards team while ensuring consistent policy application.
Respond to employee payroll inquiries regarding paychecks, taxes, timecard issues, or deductions.
Provide clear and timely communication to employees and managers on payroll-related matters.
Complete verification of employment requests.
Assist with payroll reconciliations and audits, including year-end processes such as W-2 review support.
Maintain accuracy and confidentiality of employee data in HRIS and payroll systems.
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.
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.
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.
Contribute by identifying problems and seeking solutions.
Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.