Office Manager - Philadelphia
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What you'll do
- 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
What they're looking for
- 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 have
- 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
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
Office Manager - Philadelphia
Location: Philadelphia, PA
Salary: $50,000–$60,000 per year
Start Date: November 2, 2026
About Vanna Health
At Vanna Health, we believe that a sense of belonging and engagement in the community is the foundation for improving overall health and wellbeing for individuals with serious mental illness. We help people living with serious mental illness thrive by strengthening the community ecosystem around them. Through innovative payment models and technology, Vanna Health promotes collaboration across existing behavioral health and primary care providers, hospitals, payers, clubhouses and other community based organizations. Additionally, Vanna Health can deploy our own top quality providers and case managers, as needed, in areas where there may be a shortage of resources.
Vanna Health was founded in 2021 by a team of mission-driven entrepreneurs, working in close partnership with payers, providers, and community based organizations to promote collaboration and improve outcomes while driving down costs. We are committed to the goal of supporting all individuals with culturally competent care regardless of their race, ethnicity, religion, sexual orientation, or gender identity. With modern technology, extensive development opportunities, diverse careers paths, and a culture that values diversity, equity, inclusion, and belonging, we are redefining what it means to work in community health.
About the Role
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.
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
About You
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
Bonus Points
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
Benefits
Full health, dental, and vision benefits
Health Savings Account (HSA)
Flexible Spending Account (FSA) and Dependent Care FSA
401K
PTO (10 personal days + vacation time + company holidays)
COVID-19 Considerations and Vaccination Status
Vanna Health is committed to keeping our team members and our members safe from COVID-19 therefore full vaccination is required for all Vanna Health employees. As such we follow local requirements and guidelines for medical professionals in the field.
Company
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