09/21/2026
Wellness Office Manager
Novia Wellness | Hagerstown, MD
Part-Time: 15–20 hours per week to start | Potential for Full Time.
About Novia Wellness
At Novia Wellness, we believe wellness is about more than simply treating symptoms — it’s about helping people feel like themselves again and live their healthiest, happiest lives.
We provide personalized, medically guided wellness solutions for both women and men, with a focus on hormone optimization, medically guided weight management, longevity, cellular wellness, and whole-person care. Through advanced testing, individualized treatment plans, and a personalized approach, we help our patients Live Well. Age Powerfully. Thrive Longer.
We are a growing, modern wellness practice looking for the right person to help us create an exceptional experience from the moment a patient walks through the door.
The Opportunity
Novia Wellness is seeking a Wellness Office Manager who is organized, personable, proactive, and genuinely enjoys working with people.
This position is ideal for someone who can confidently balance patient interaction, administrative responsibilities, scheduling, office operations, and relationship building while helping create the welcoming, elevated experience our patients expect from Novia.
The position will begin at approximately 15–20 hours per week, with the potential to grow into a full-time position as the practice continues to expand.
This is a hybrid position, with a combination of in-office and at-home administrative responsibilities. Some evening and Saturday availability will be required based on patient needs, events, and practice activities.
Key Responsibilities
Patient Experience & Front Desk
Serve as the welcoming face and first point of contact for Novia Wellness
Create a warm, professional, and personalized patient experience
Greet patients, answer phones, respond to inquiries, and manage communications
Schedule and confirm appointments
Assist with patient intake, forms, and administrative paperwork
Follow up with prospective and existing patients as appropriate
Maintain a high level of confidentiality and professionalism
Office Operations
Manage day-to-day front office operations
Maintain an organized, clean, and welcoming office environment
Monitor inventory and ordering needs
Coordinate vendors, deliveries, and office-related services
Assist with maintaining patient records and administrative systems
Help identify opportunities to improve office processes and efficiency
Support providers with administrative and operational needs
Practice Growth & Marketing Support
Assist with patient retention and engagement initiatives
Support open houses, educational events, community events, and other practice activities
Help coordinate relationships with local businesses and community partners
Assist with social media, email communications, and other marketing initiatives as needed
Help create an inviting and elevated experience that reflects the Novia Wellness brand
Participate in brainstorming and implementing ideas that help grow the practice
What We're Looking For
We are looking for someone who is:
Warm, friendly, and naturally personable
Highly organized and detail-oriented
Comfortable working independently and taking initiative
Professional, polished, and confident communicating with patients
Comfortable with technology, scheduling systems, email, and basic office software
Able to multitask and prioritize in a growing practice environment
Comfortable discussing wellness services and educating patients within the scope of the role
Reliable, flexible, and willing to jump in wherever needed
Interested in health, wellness, longevity, and helping people feel their best
Excited to grow alongside a new and evolving wellness practice
Preferred Qualifications
Previous experience in a medical office, wellness practice, spa, boutique healthcare setting, or customer-facing environment
Experience with scheduling or electronic health record systems
Experience in office management, patient coordination, or practice administration
Strong customer service and communication skills
Experience with social media or marketing is a plus
Healthcare experience is helpful but not required for the right candidate
The Right Fit
This isn't a traditional receptionist position.
We're looking for someone who can become an integral part of the Novia Wellness experience — someone who enjoys connecting with people, takes pride in creating an exceptional environment, notices the little things, and is excited to help build something as the practice grows.
If you're the person who naturally thinks, "I can make this better," remembers patients by name, keeps everyone organized, and loves being part of a growing business, we'd love to meet you.
Hours: 15–20 hours/week to start
Schedule: Hybrid; some evenings and Saturdays required
Growth Opportunity: Potential for full-time as the practice grows
Please send cover letter and resume to: [email protected]
