Administrative Assistant - Float Pool

Location: 1919 E. Thomas Rd., Phoenix, AZ 85016

Schedule: Monday–Friday, 8:00 AM – 5:00 PM | Full-Time, On-Site

About the Role

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

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.
• Track and update annual operational budget; prepare, code, and track requests for payments.
• Maintain inventory levels of standard office supplies and materials.
• Assist visitors, patients, families, and others with hospital-related inquiries.
• Compose correspondence and generate communications such as emails, newsletters, reports, mailings, flyers, and brochures.
• Maintain confidential departmental employee files and records.
• Prepare agendas and minutes for meetings; manage calendars and notify participants of changes.
• Provide administrative support to the department, including phone management, email correspondence, and file maintenance.
• Perform miscellaneous job-related duties as requested.

Requirements

• 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.

Benefits

• 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.

Physical Requirements & Occupational Exposure

• Sitting: Frequently
• Standing: Frequently
• Stooping/crouching/kneeling/crawling: Occasionally
• Talking: Constantly
• Walking: Frequently
• Use of keyboard, mouse, and/or computer equipment: Constantly
• Lift up to 35 pounds without assistance: Occasionally
• Occupational Exposure: Inside office environment, confined areas