Office Manager

Equal Opportunity Employer

The mission of the Health Federation of Philadelphia is to promote community health by advancing access to high-quality, integrated, comprehensive health and human services. We believe in and are firmly committed to equal employment opportunity for employees and applicants. We do not discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, disability, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status.  This commitment applies to all aspects of the Health Federation of Philadelphia’s employment practices, including recruiting, hiring, training, and promotion.

JOB SUMMARY

We are seeking an organized, detail-oriented, and mission-driven Office Manager to support the daily administrative and operational functions of the Philadelphia Department of Public Health’s Division of Substance Use Prevention and Harm Reduction (SUPHR). This role is responsible for ensuring efficient office operations while supporting SUPRH’s programs. Under the supervision of the Deputy Director, this position will support SUPHR’s program managers by completing administrative tasks such as onboarding staff and interns, maintaining office supplies, supporting information technology requests, and processing purchase requests. SUPHR’s mission is to prevent drug-related deaths and the potential harms associated with drug use by promoting the dignity, autonomy, and health of people who use drugs. This is accomplished through SUPHR’s 9 programs which span epidemiology, communications, medical care, harm reduction, environmental services, community engagement, and supporting families with substance-exposed newborns and loved ones who have lost a loved one to overdose.

JOB SPECIFICATIONS

Responsibilities/Duties

  • Oversee daily operations and administrative coordination for all offices to ensure efficient, organized, and professional work environments across all program locations.
  • Coordinate and maintain departmental operational reporting requirements, including the preparation, updating, tracking, and timely submission of City dashboards, quarterly reports, and other administrative reporting metrics.
  • Support managers with human resource-related administrative processes, including recruitment coordination, onboarding, personnel documentation, offboarding procedures, and employee record management.
  • Handle and maintain sensitive and confidential employee, operational, and organizational information with professionalism, discretion, and compliance with organizational policies and procedures.
  • Serve as a central administrative liaison between program staff, leadership, Human Resources, Information Technology, vendors, and external partners to support day-to-day operational needs.
  • Oversee office equipment, technology inventory, and operational resources to ensure functionality, efficiency, and continuity of operations across office locations.
  • Coordinate maintenance, troubleshooting, repair requests, and vendor communications related to office equipment, technology, and facility-related operational issues.
  • Assist with on-site troubleshooting and coordination of operational or technical concerns, escalating issues to appropriate vendors, IT support, or facilities personnel as needed.
  • Maintain inventory and tracking systems for office equipment, supplies, mobile devices, computers, and other organizational assets.
  • Support leadership with operational planning, administrative projects, workflow coordination, and continuous process improvement initiatives.
  • Ensure compliance with organizational policies, workplace procedures, safety standards, and administrative protocols across office locations.
  • Other tasks as assigned.

Education

  • Associate’s or bachelor’s degree in Business Administration, Public Health, Healthcare Administration, or a related field preferred

Skills/Experience

  • 1-2 years of office management, administrative, healthcare, nonprofit, or public health experience
  • Strong organizational, communication, and multitasking skills
  • Skilled in Microsoft Office Suite, scheduling systems, and office management software
  • Experience supporting grants, community programs, or healthcare/public sector operations preferred
  • Experience working in nonprofit, healthcare, government, or social service environments preferred
  • Ability to maintain confidentiality and handle sensitive information professionally
  • Strong attention to detail and problem-solving abilities
  • Strong written and verbal communications skills
  • Able to handle multiple tasks and manage project timeline with a high degree of organizational skill
  • Ability to work with a variety of cultures and diverse audiences
  • Ability to problem-solve independently

Work Environment:  Standard office setting with extended periods at work station and periodic use of office equipment.

Position Type and Work Schedule:  Full time position, typical hours are Monday through Friday 8:30 am to 5:00 pm.  Flex office schedule options available with supervisor approval.

Travel:  Local travel to multiple sites and community meetings.

Physical Demands:  Example:  ability to transport materials, routinely moves equipment or supplies weighing up to 50 lbs.

Salary and Benefits: $57,000 - $62,000, Our employees are our most valuable resource, so we offer a competitive and comprehensive benefits package, which can include:

  • Medical with vision benefits
  • Dental insurance
  • Flexible spending accounts
  • Life, AD&D Insurance
  • Short- and long-term disability insurance
  • 403(b) Retirement Plan, with a company contribution
  • Paid time off including vacation, sick, personal and holiday
  • Employee Assistance Program

Eligibility and participation is handled consistent with the plan documents and HFP policy. 

DISCLAIMER

The Health Federation reserves the right to modify, interpret, or apply this job description in any way the Company desires. The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position. This job description in no way implies that these are the only duties, including essential duties, responsibilities and/or skills to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains “at will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.