Administrative Assistant

Denova Collaborative Health; Phoenix (AZ); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical coverage

401k match

Disability & life insurance

Holiday pay & PTO

Wellness program

Job summary

Denova Collaborative Health is seeking an Administrative Assistant to provide comprehensive administrative and operational support at Denova Headquarters in the Greater Phoenix area. The role supports multiple departments, maintains a professional front desk, and coordinates mail, facilities, and office operations in a full-time, non-exempt capacity reporting to the Chief Administrative Officer.

This position emphasizes confidentiality, HIPAA compliance, and a customer-focused, organized

Qualifications

• High school diploma or GED; Associate degree preferred.
• 1–2 years in a professional office or reception; healthcare experience preferred.
• Strong customer service mindset and professional presence.
• Intermediate Microsoft Office (Outlook, Word, Excel).
• Maintain HIPAA confidentiality and professional conduct.

Responsibilities

• Greet visitors and manage front desk operations.
• Coordinate mail, packages, and inter-department mail.
• Scan/forward medical records mail to Medical Records.
• Monitor faxes and route time-sensitive documents.
• Support Quality team with printing and mailing discharge letters.
• Order and maintain office supplies; coordinate facilities requests.

Skills

Customer service

Microsoft Office

Organizational skills

Verbal and written communication

HIPAA compliance

Bilingual English/Spanish

Education

High school diploma or GED

Associate degree preferred

Tools

Outlook

Word

Excel

Job description

Job Purpose: As the Administrative Assistant, you’ll provide comprehensive administrative and operational support to ensure efficient day-to-day department operations at Denova Headquarters. In addition to coordinating mail, facilities, and office operations, you will serve as the welcoming presence of our corporate office—greeting visitors, assisting guests, and maintaining a professional front desk environment.

This role is essential in maintaining an organized, responsive, and professional workplace while supporting multiple departments across the organization.

This is a full-time, non-exempt position reporting to the Chief Administrative Officer at Denova Headquarters.

What You Will Do:

Front Desk & Corporate Office Support

• Serve as the primary front desk representative, warmly 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

Mail, Document & Communication Management

• 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

Office Operations & Facilities Coordination

• 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.

What We Need From You:

• High school diploma or GED required; Associate degree preferred
• 1–2 years of experience in a professional office or reception setting; healthcare experience preferred
• Strong customer service mindset and professional presence
• Intermediate Microsoft Office proficiency (Outlook, Word, Excel)
• Excellent organizational and multitasking skills
• Strong written and verbal communication skills
• Ability to work independently and prioritize competing responsibilities
• Must uphold strict compliance with HIPAA and maintain confidentiality at all times
• Bilingual (English/Spanish) preferred but not required.

Your Work Schedule:

• Full-Time: Monday to Friday, 8:00 AM – 5:00 PM

Perks of Being Part of Denova:

• Comprehensive low-cost medical, dental, and vision insurance.
• Generous retirement plan with a 3.5% company match.
• Secure your future with both long and short-term disability options.
• Enjoy holiday pay, PTO, and life insurance benefits.
• We offer an employee wellness program and fantastic discounts for all Denova team members.
• And there's so much more waiting for you!

Denova Collaborative Health LLC is an integrated primary care and behavioral health practice based in the Greater Phoenix metropolitan area. Our comprehensive virtual care services are available for residents throughout the entire state of Arizona.

We provide a “whole person” approach to health and promote collaboration among our team of primary care providers and specialists. Our unique service integration of primary care, behavioral health, addiction medicine, and wellness enables our team to provide better health outcomes.