Office Manager

About the role

The Office Manager oversees the day-to-day administrative and operational functions of the Student Health and Counseling Services office. This includes managing the daily operations of the SVA-sponsored student health insurance plan and collaborating with College staff to ensure SVA remains compliant with New York State Department of Health postsecondary immunization mandates.

Responsibilities

• Manage the office’s therapy, psychiatry, and nursing appointments for students.
• Handle sensitive student information and medical records with the utmost discretion, ensuring strict adherence to privacy protocols.
• Manage administrative tasks for SH&CS programming and actively participate in campus events, including Accepted Students Day and the Welcome Luncheon.
• Monitor the department’s general inbox, send mass communications, and regularly update the department’s website, Instagram, and Linktree accounts.
• Administrate onboarding of new staff members and provide instruction about the Electronic Record System (Titanium) and general office workflows and tasks.
• Order office supplies, oversee general office organization, and attend regular staff meetings.
• Perform other job-related duties or special projects as assigned.

Student Health Insurance

• Oversee the daily administration of the SVA-sponsored student health insurance plan.
• Serve as the primary point of contact for students, families, vendors, and college administrators regarding insurance policies, eligibility benefits, and the waiver process.
• Maintain positive working relations with University Health Plans (UHP) insurance brokers and collaborate with them to resolve student inquiries and facilitate Insurance Orientation programming.
• Partner with SVA departments, including Student Accounts, Academic Departments, and Colleague Computing Services, to coordinate insurance enrollment, waivers, and late waiver appeals.
• Maintain accurate insurance rosters, submit weekly updates to UHP, and reconcile seasonal rosters and invoices (Fall, Spring, and Summer semesters) to ensure accurate insurance enrollment.

Immunization Compliance

• Oversee the data entry, tracking, verification, and purging of student immunization records.
• Support the department in maintaining 100% College immunization compliance and submit annual reports in accordance with New York State immunization requirements.
• Consult with the College Nurse, Associate Director of SH&CS, and Assistant Director of SH&CS to communicate compliance procedures and expectations to faculty, staff, students, and external agencies.
• Issue targeted communications regarding immunization requirements and implement registration holds for non-compliant students.

Qualifications

• Education: Bachelor’s Degree
• Experience: Two (2) years of professional experience working in higher education, healthcare administration, health program management, or managing healthcare benefit plans.
• Technical Skills: Advanced proficiency in Microsoft Office (specifically Excel) and Google Suite (specifically Google Sheets), with a proven aptitude for mastering complex database systems and data entry processes.
• Preferred Qualifications: Experience working with adolescents and/or a college student population, experience with immunization tracking systems, data analysis, health compliance, or health insurance administration processes, experience with Ellucian Colleague or a similar higher education system.

Knowledge, Skills, And Competencies

• Experience working directly with adolescents and/or a college student population, preferably in a health services or higher education setting.
• Deep understanding of HIPAA and FERPA privacy regulations; familiarity with New York State postsecondary immunization compliance requirements.
• Knowledge or experience in assisting in health crisis intervention.
• Advanced proficiency in Microsoft Office (Excel) and Google Suite; aptitude for learning specialized database systems, including Ellucian Colleague, Titanium EHR, SoftDocs, and Business Objects.
• Exceptional written and verbal communication skills; ability to exercise strict discretion, tact, and diplomacy when handling complex, confidential, or distressing student situations.
• Strong organizational, problem-solving, and multitasking abilities; capability to remain productive and adaptable through frequent interruptions and changing priorities.

Physical Requirements Or Working Conditions

• Schedule: Full-time, fully on-site position (5 days a week).
• Standard hours are Monday to Friday, 9:00 - 5:00 pm EST.
• Schedule Flexibility: Requires a flexible schedule and a willingness to work occasional hours outside the office for college events (e.g., Accepted Students Day and Welcome Luncheon).
• Remote Work Policy: This is an on-site role; remote work accommodations are rare and permitted only on an occasional, pre-approved basis, requiring adherence to all standard department communication protocols and methods.
• Employee will be required to maintain the same standard work schedule and hours as would be performed in the office.
• Ability to utilize standard office equipment; capacity to stand, walk, or sit for prolonged periods; ability to lift or move office supplies/materials weighing up to 25 lbs.