Administrative Assistant OBGYN

Banner Health

2d•Onsite

About The Position

The Administrative Assistant serves as the primary operational and administrative assistant to the Director and Department Administrator, supporting the day-to-day operations and strategic priorities of the Women’s Institute within the Obstetrics and Gynecology department at Banner University Medical Center Phoenix. The position coordinates administrative functions, communications, recruitment activities, and support for the Department Administrator across multiple divisions, programs, and clinical locations. It serves as a central liaison between the Department Administrator and departmental leadership, faculty, staff, trainees, external organizations, and system partners. The role provides clerical and administrative services and assistance requiring occasional discretion and judgment. It primarily supports one supervisor and frequently interacts with employees, physicians, patients, visitors, community agencies, and vendors. The position is full-time, 40 hours per week, Monday through Friday, 8 a.m. to 5 p.m., on the day shift.

Requirements

High school diploma/GED or equivalent working knowledge.
Working knowledge of clerical and administrative services, normally demonstrated through three years of administrative support experience.
Ability to follow oral and written directions related to the listed functions.
Excellent oral, written, and interpersonal communication skills for interacting with departmental personnel, assisting customers, scheduling meetings and appointments, and handling telephone calls and walk-ins.
Working knowledge of personal software packages to perform the described clerical and administrative functions.
Ability to organize, prioritize, and multitask in a fast-paced environment while maintaining a professional manner.

Nice To Haves

Associate's degree.
Additional related education and/or experience.

Responsibilities

Word-process correspondence and reports from rough drafts, editing grammar, punctuation, and spelling as needed; take and transcribe dictation involving general business and healthcare vocabulary and limited specialized terminology.
Prepare, collate, and distribute reports accurately and on time; complete recurring departmental or one-time projects as directed by the supervisor.
Screen telephone calls and visitors, direct them to appropriate parties, and provide information to callers using detailed knowledge of the department and general knowledge of company policies, practices, and operations.
Perform confidential administrative functions, including typing, proofreading, and assembling reports or proposals for customers or outside agencies, and taking, transcribing, and distributing minutes of important meetings.
Coordinate the supervisor’s or department’s calendar, including scheduling meetings and appointments according to established instructions.
Coordinate meetings and training classes, including registration, preparation of materials, AV setup, and classroom preparation; potentially present classes, develop meeting or classroom flyers and materials, prepare attendance summaries, and reconcile related invoices and expenses.
Arrange travel and hotel accommodations as necessary.
Open and screen mail directed to the supervisor, compose responses to routine inquiries, identify items that can be delegated to subordinate managers, and forward appropriate items to the manager.
Provide clerical and administrative support to department staff while maintaining confidentiality of sensitive information.
Maintain supply inventories, anticipate supply needs, place and expedite orders, and verify receipt of supplies.
Support the Director and Department Administrator across multiple divisions, programs, and clinical locations, and serve as a liaison to departmental leadership, faculty, staff, trainees, external organizations, and system partners.