Posting Note: Job Title: Administrative Assistant – Hematology/Oncology Department

Location: 1919 E Thomas Rd, Phoenix, AZ 85016
Schedule: Full-Time, Monday–Friday, 8:00 AM – 4:30 PM
Work Setting: Fully in-office

Position Summary:
We are seeking a reliable and detail-oriented Administrative Assistant to support our Hematology/Oncology Department. This role is essential in ensuring smooth daily operations by providing high-level administrative support to clinical and leadership staff. The ideal candidate is organized, professional, and comfortable working in a fast-paced healthcare environment.

Key Responsibilities:

Provide administrative support to department staff, including scheduling, correspondence, and document preparation
Maintain and organize records, reports, and departmental files
Coordinate meetings, prepare agendas, and assist with presentations
Serve as a point of contact for internal and external communications
Assist with data entry, tracking, and reporting using Microsoft Office tools
Support special projects and departmental initiatives as needed

Required Qualifications:

Education:

High School Diploma or equivalent

Experience:

Minimum of three (3) years of administrative support experience
An Associate’s degree in Business or a related field may substitute for one (1) year of experience

Special Skills:

Proficiency in a Windows-based environment
Strong working knowledge of Microsoft Office Suite, with emphasis on:
Word
Excel
PowerPoint
Visio
Excellent organizational, communication, and time management skills
Ability to handle sensitive information with confidentiality

The Administrative Assistant provides administrative support and organization to department directors. The Administrative Assistant also performs a variety of administrative support functions for a department to provide for efficient, effective and customer service-focused operations.

• Assists in tracking and updating annual operational budget. Prepares, codes and tracks requests for payments to ensure proper accounting of funds in accordance with budget. Maintains inventory levels of standard office supplies and materials, initiating requests, as appropriate.
  
• Assists visitors, patients, families and others with hospital related inquiries/concerns; refers to appropriate resource or authority, as necessary.
  
• Composes correspondence and independently generates other communications, including, but not limited to, e-mails, newsletters, reports, mailings, flyers and brochures through effective use of appropriate software application and/or media.
  
• Maintains confidential departmental employee files and records to ensure consistently current and accurate documentation.
  
• Prepares agendas and minutes of a variety of meetings, creates and maintains current calendar of meetings and notifies participants of changes to ensure timely communication.
  
• Provides administrative support to the department and coordinates and organizes office workflow and communications, including phone management, e-mail correspondence, file maintenance and standard mail collection/distribution to provide for optimum efficiency.
  
• Performs miscellaneous job related duties as requested.
  

Mission

To advance hope, healing and the best healthcare for children and their families

Vision

Phoenix Children's will be the leading pediatric health system in the Southwest, nationally recognized for exceptional care, innovative research and advanced medical education.

We realize this vision by:

• Offering the most comprehensive care across ages, communities and specialties
• Investing in innovative research, including emerging treatments, tools and technologies
• Advancing education and training to shape the next generation of clinical leaders
• Advocating for the health and well-being of children and families

Values

• We place children and families at the center of all we do
• We deliver exceptional care, every day and in every way
• We collaborate with colleagues, partners and communities to amplify our impact
• We set the standards of pediatric healthcare today, and innovate for the future
• We are accountable for making the highest quality care accessible and affordable