Administrative Assistant - Float Pool

Administrative Assistant - Float Pool Apply! Apply! Position Details Department: PCMG-MAIN | PCMG Resource Pool Location: Phoenix Shift: Mon-Fri, Days, 8am-5pm Category: Administrative Support Posting #: 1030826 Employee Type: Full-Time Position Summary 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. Position Duties 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. Phoenix Children's Mission, Vision, & Values 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 specialtiesInvesting in innovative research, including emerging treatments, tools and technologiesAdvancing education and training to shape the next generation of clinical leadersAdvocating for the health and well-being of children and families Values We place children and families at the center of all we doWe deliver exceptional care, every day and in every wayWe collaborate with colleagues, partners and communities to amplify our impactWe set the standards of pediatric healthcare today, and innovate for the futureWe are accountable for making the highest quality care accessible and affordable Apply for this position? First Name * Last Name * Phone * Email Address * Good News! Your email account already has already been registered. Provide your password for quicker access. Password * You must login to continue! Forgot your password? - You may click here to reset it. Resume Upload * Note, ONLY 1 attachment will be visible to system per applicant for all applications per active profile. When you upload your resume, our system will attempt to update your profile here, which may overwrite previously completed fields. The attached file is accepted as the resume. It is also allowable to combine both the resume (positioned first in the file) followed by a cover letter into the one file attachment. Please upload a PDF or DOCX version of your resume. Resumes created in Mac Pages should be exported as PDF before uploading or drag your file to this box Are you a current or former employee? * PCH Network ID: PCH Password: SSN: DOB: × Desired pay? How did you hear about this position? College/University Event Direct Mail Employee Referral Internal Transfer Job Board Job Fair Journal Newspaper Open House Professional Association Radio Retained to Agency PCH Website Social Media (FB, Twitter, LinkedIn) Other Who referred you * Which department do they work in? Do you know their phone number/email? Position Qualifications Please review the following qualifications and specify whether you meet each of the requirements listed. Education Do you meet this requirement or have the ability to obtain it within the timeframe listed in the requirement? High School Diploma or equivalent Required Yes No Experience Do you meet this requirement or have the ability to obtain it within the timeframe listed in the requirement? Three (3) years of administrative support experience (Associates in Business or related field may substitute for one year of experience) Required Yes No Special Skills Do you meet this requirement or have the ability to obtain it within the timeframe listed in the requirement? Experience in a Windows environment that includes the use of MS Office Suite of products with an emphasis on Word, PowerPoint, Visio and Excel. Required Yes No Physical Requirements & Occupational Exposure/Risk Potential Physical Requirement - Sitting - Frequently Physical Requirement - Standing - Frequently Physical Requirement - Stooping/crouching/kneeling/crawling - Occasionally Physical Requirement - Talking - Constantly Physical Requirement - Walking - Frequently Physical Requirement - Use of keyboard, mouse and/or computer equipment - Constantly Physical Requirement - Lift up to 35 pounds without assistance - Occasionally Occupational Exposure/Risk Potential - Inside office environment - Applicable Occupational Exposure/Risk Potential - Confined areas - Applicable I have reviewed the qualifications, physical requirements and occupational exposure/risk potential for this position and wish to apply I Agree