Posting Note: Administrative Assistant – Mercy Gilbert
Location: Gilbert
3555 South Val Vista Drive
Gilbert, AZ

We are seeking a positive, proactive, and highly organized Administrative Assistant to support our Neonatal Intensive Care Unit (NICU) and Perioperative Services teams at Phoenix Children's - Mercy Gilbert Hospital.

This is an excellent opportunity for someone who enjoys being part of a fast-paced healthcare environment and takes pride in keeping operations organized and running smoothly. The ideal candidate is a self-starter who anticipates team needs, takes initiative, demonstrates flexibility, and enjoys providing administrative support to multiple departments.

Required Qualifications

Education
High School Diploma or equivalent.

Experience
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.

Work Environment and Schedule

Schedule: Monday–Friday, five 8-hour shifts.
This is an onsite position requiring five days per week in the hospital.
Consistent start time generally between 6:00 AM and 8:00 AM.

The position will support two clinical areas and may require movement between unit workspaces.
The employee will work in proximity to active patient-care areas. Although this is strictly an administrative position with no direct patient-care responsibilities, exposure to the sights and sounds of a hospital environment, including critically ill infants in the NICU, should be expected.

Key Responsibilities
Provide administrative support to NICU and Perioperative Services, including Operating Room (OR), Pre-Op, and Post-Anesthesia Care Unit (PACU) teams.
Assist with nursing timekeeping activities, including monitoring timecard approvals, tracking attendance discrepancies, and processing timecard edits.
Support supply ordering and inventory coordination for both office and medical supplies.
Coordinate supply deliveries and maintain department-specific ordering information.
Assist with general administrative tasks such as copying, laminating, preparing signage, filing, and correspondence.
Provide scheduling and calendar coordination support for department leadership as needed.
Assist with departmental projects and operational readiness activities.
Collaborate with team members across multiple clinical areas to ensure administrative needs are addressed efficiently.


What We're Looking For

A positive, professional, and approachable individual with a strong customer-service mindset.
Someone who is proactive, takes initiative, and can anticipate what needs to be done without always being asked.
Strong organizational skills and the ability to manage multiple priorities.
Excellent communication and interpersonal skills.
Attention to detail, particularly when handling timekeeping information, supply orders, and administrative records.
Flexibility and adaptability when supporting two different clinical teams.
Comfort working in a hospital environment and interacting with clinical staff, patients, and families.
Healthcare experience is beneficial. We are looking for someone who demonstrates the personality, initiative, and willingness to learn to be successful in this role.


The ideal candidate is someone who is dependable, adaptable, positive, and naturally takes initiative. We are looking for a team player who enjoys helping others, stays one step ahead, and takes pride in making a difference behind the scenes in a busy healthcare environment.

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