Posting Note: Administrative Assistant – Float Pool Department (Full-Time, On-Site)

Location: 1919 E. Thomas Rd., Phoenix, AZ 85016
Schedule: Monday–Friday, 8:00 AM – 5:00 PM
Position Type: Full-Time, On-Site

Position Summary

The Float Pool Department is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support daily departmental operations at our main campus. This position works closely with the Float Pool Practice Supervisor and leadership team to coordinate administrative functions, support onboarding activities, manage calendars, and ensure efficient department workflows.

This role requires a candidate with demonstrated experience providing direct administrative support in a fast-paced environment and the ability to manage multiple priorities while maintaining professionalism and confidentiality.


Key Responsibilities

Provide high-level administrative support to the Float Pool Practice Supervisor and department leadership.
Manage calendars, schedule meetings and interviews, and coordinate departmental events.
Assist with onboarding new employees, students, and externs, including maintaining orientation materials and training schedules.
Create, maintain, and update Excel spreadsheets, reports, and other departmental documentation.
Serve as a primary point of contact for internal and external inquiries.
Coordinate administrative processes to support daily clinic and departmental operations.
Perform additional administrative duties as assigned.


Minimum Qualifications

High school diploma or equivalent required.
Three (3) years of direct Administrative Assistant experience required. (An Associate's degree in Business or a related field may substitute for one year of experience.)
Previous experience supporting leaders, managers, or department leadership.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Experience with calendar management, meeting coordination, and scheduling.
Excellent organizational, communication, and interpersonal skills.
Ability to manage confidential information with professionalism and discretion.
Self-motivated with the ability to work independently and collaboratively in a fast-paced environment.


Preferred Qualifications

Administrative Assistant experience within a healthcare environment preferred but not required.
Experience coordinating onboarding, orientation, or training activities.
Experience supporting multiple leaders or a multidisciplinary team.
Strong customer service skills with the ability to build positive working relationships across departments.


Why Join Us:

• Support a dynamic and impactful department with a wide-reaching influence across the organization
• Work in a professional and inclusive environment on our beautiful Phoenix main campus
• Enjoy a consistent weekday schedule with no weekend or evening shifts

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.
  

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

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

• 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