Office Manager

Job Details

Location:

Main HQ Center City 650 - Philadelphia, PA 19109.

Position Type:
Full Time.

Salary Range: $29.23 - $31.39 Hourly.

Equal Opportunity Employer.

The Health Federation of Philadelphia is dedicated to promoting community health by advancing access to high-quality, integrated, comprehensive health and human services. We are committed to equal employment opportunity for all 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.

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 ensures efficient office operations while supporting SUPHR’s programs and projects. Under the supervision of the Deputy Director, the Office Manager 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.

• 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.

• Associate’s or bachelor’s degree in Business Administration, Public Health, Healthcare Administration, or a related field preferred.
• 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 communication skills.
• Able to handle multiple tasks and manage project timelines with a high degree of organizational skill.
• Ability to work with a variety of cultures and diverse…