Posting Note: Administrative Assistant
Phoenix Children's - Mercy Gilbert | Gilbert, Arizona


Schedule and Work Location

Location: 3555 South Val Vista, Gilbert, AZ.

Schedule: Full-time, Monday through Friday. The traditional schedule is 8:00 a.m. to 5:00 p.m.; however, there is flexibility for earlier start times, potentially as early as 6:00 a.m. or 7:00 a.m., with corresponding adjustments to the end of the workday.

Weekend Requirement: This position requires working remotely every other Sunday to complete payroll timekeeping responsibilities in preparation for Monday approvals.

Position Overview

We are seeking an organized, detail-oriented, and proactive Administrative Assistant to support our Medical-Surgical ICU (Med-Surg ICU/MOSU) and Emergency Department at our new East Valley Hospital location in Gilbert, Arizona.

This position will provide shared administrative support to both departments, working closely with nursing leadership and clinical teams to support daily operations, employee timekeeping, payroll processes, reporting, documentation, and general administrative functions.

The ideal candidate is dependable, highly organized, comfortable working with multiple computer applications, and able to manage competing priorities in a fast-paced healthcare environment. Strong attention to detail, initiative, and the ability to maintain confidentiality when handling employee information are essential.

This is an excellent opportunity for an experienced administrative professional or an individual with transferable administrative skills who is interested in growing their career while supporting clinical teams.


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 year of experience.

Special Skills

Experience working in a Windows environment.
Experience using Microsoft Office Suite, with an emphasis on Word, PowerPoint, Visio, and Excel.

Preferred Qualifications and Competencies
Experience with Smartsheets and SharePoint, or the ability and willingness to learn these applications.
Strong organizational, time-management, and prioritization skills.
Excellent attention to detail and accuracy.
Strong written and verbal communication skills.
Ability to manage multiple assignments, meet deadlines, and adapt to changing priorities.
Ability to work independently while collaborating with multiple department leaders and clinical teams.
Experience with employee timekeeping, payroll processes, reporting, or personnel documentation is beneficial.
Healthcare or clinical department administrative experience is a plus.


Why Join Our Team?
This position offers the opportunity to play an important role in supporting two clinical departments as part of a growing hospital. The Administrative Assistant will work closely with nursing leadership and clinical staff, contribute to departmental operations, and help establish administrative processes that support the delivery of quality patient care.

If you are organized, dependable, detail-oriented, and enjoy being an essential part of a collaborative healthcare team, we encourage you to apply!

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