Office Manager - Philadelphia

Vanna Health•Philadelphia, PA

19h•Onsite

About The Position

Vanna Health is looking for a tech-savvy, highly organized, and resourceful Office Manager to support our growing team in Philadelphia, PA. The Office Manager will help ensure our offices are welcoming, efficient, and well-organized, while also supporting administrative needs such as scheduling, technology coordination, and communication. This is an ideal role for someone who takes pride in creating a well-run environment and is energized by supporting mission-driven teams doing meaningful work in behavioral and community health. The Office Manager will report to the Philadelphia Site Manager.

Requirements

1-2 years of relevant experience in a similar role
Highly organized and able to manage multiple priorities across different sites
Comfortable using tools like Google Workspace (Calendar, Docs, Sheets), Slack, and other internal platforms
Clear communicator with strong verbal and written communication skills
Friendly and professional demeanor, especially when interacting with members and visitors
Proactive and independent problem-solver who thrives in fast-paced environments
Able to maintain confidentiality and handle sensitive information with care
Takes initiative and pride in keeping spaces and processes running smoothly

Nice To Haves

Experience working in behavioral health, community health, or social service settings
Bilingual in English and Spanish
Previous experience in office management, healthcare administration, or logistics

Responsibilities

Manage day-to-day operations of our Philadelphia office
Keep the office clean, organized, and well-stocked
Coordinate with office vendors and building management as needed
Greet and assist members and guests in a professional, warm, and welcoming manner
Answer inbound calls and route communication appropriately to team members across counties
Maintain shared calendars, coordinate care team meetings, and help schedule internal and external appointments
Serve as the on-site point of contact for basic tech troubleshooting (e.g., Wi-Fi, printer, device setup), partnering with our remote IT team to resolve issues promptly
Ensure accuracy and confidentiality of member-related documents and forms
Provide scheduling, administrative, and operational support to the Philadelphia Care team.
Help organize staff meetings, training sessions, and occasional community or member events
Support onboarding and systems training for new team members
Maintain tracking systems for mileage, fleet vehicles, and gas cards when applicable
Assist with data entry and other tasks as requested