Administrative Assistant

Denova Collaborative Health•Phoenix, AZ

25d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to ensure efficient day-to-day department operations at Denova Headquarters. The role coordinates mail, facilities, and office operations while serving as the welcoming presence of the corporate office by greeting visitors, assisting guests, and maintaining a professional front desk environment. The position supports multiple departments across the organization and reports to the Chief Administrative Officer. This is a full-time, non-exempt position based at Denova Headquarters, with a Monday-to-Friday schedule from 8:00 AM to 5:00 PM.

Requirements

High school diploma or GED required.
1–2 years of experience in a professional office or reception setting.
Strong customer service mindset and professional presence.
Intermediate proficiency with Microsoft Outlook, Word, and Excel.
Excellent organizational and multitasking skills.
Strong written and verbal communication skills.
Ability to work independently and prioritize competing responsibilities.
Ability to uphold strict HIPAA compliance and maintain confidentiality at all times.

Nice To Haves

Associate degree preferred.
Healthcare experience preferred.
Bilingual in English and Spanish preferred, but not required.

Responsibilities

Serve as the primary front desk representative, welcoming guests, vendors, and visitors.
Maintain a professional and organized reception area.
Answer and route incoming calls and inquiries appropriately.
Provide parking validation and issue employee parking badges.
Receive, sort, and route inter-departmental mail from clinic locations.
Scan and forward medical records mail to the Medical Records department.
Receive and distribute packages accurately and efficiently.
Monitor Department Headquarters (DHQ) faxes via iFax and route time-sensitive documents, such as referrals and medication refill requests.
Support the Quality team with printing and mailing discharge letters as needed.
Order and maintain office supplies and organized inventory levels.
Maintain breakroom supplies and organization standards.
Submit and track facilities and maintenance requests.
Coordinate with internal facilities contacts and service vendors to ensure timely issue resolution.
Maintain strict confidentiality and comply with HIPAA and organizational privacy standards.
Perform additional duties as needed to support departmental and organizational goals.