Office Manager

Office Manager

Under the supervision of the Associate Director of Student Health and Counseling Services (SH&CS), 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 School of Visual Arts (SVA)-sponsored student health insurance plan and collaborating with College staff to provide administrative oversight to ensure SVA remains compliant with the New York State Department of Health postsecondary immunization mandates. Additionally, the Office Manager serves as the primary point of contact for the office, triaging phone calls and emails, and coordinating and scheduling appointments for clinical staff.

Duties & 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.
• Administratively onboard 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.

Minimum 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 is highly desirable.
• Experience working with Ellucian Colleague or a similar higher education system is preferred.

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.

Application Instructions

To be considered for this position, candidates must submit the following:

• Cover Letter: Describe your interest in the position and how your qualifications meet the stated requirements.
• Rsum or CV: Include relevant experience and key responsibilities.

Working at SVA

The School of Visual Arts has been a leader in the education of artists, designers, and creative professionals for more than seven decades. With a faculty of distinguished working professionals, a dynamic curriculum, and an emphasis on critical thinking, SVA is a catalyst for innovation and social responsibility. Comprising over 7,000 students at its Manhattan campus and over 41,000 alumni from 128 countries, SVA also represents one of the most influential artistic communities in the world. For more information about the College's 30 undergraduate and graduate degree programs.

The School of Visual Arts is an equal opportunity employer. Diversity and inclusion are core principles of the College. SVA enjoys a community that represents a significant number of historically underrepresented communities, ethnic and religious backgrounds, gender identities, diverse abilities, and foreign countries, and all are encouraged to apply.