Case Administrator, NYSI

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The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.

Provides administrative support on arbitration cases and performs data entry tasks in accordance with the rules and regulations of the AAA and the NYS Department of Financial Services. The American Arbitration Association (AAA) is the leading provider of arbitration and mediation dispute resolution services, and has consistently been named one of the 50 best non‑profits to work for by the Non‑Profit Times.

Employees enjoy rewarding careers in a fast‑paced, results‑driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, vision coverage, student loan repayment, 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid‑time‑off benefits. This is a hybrid role. The successful candidate will reside within a 125‑mile radius of our Buffalo, NY or downtown Manhattan office.

• Buffalo, NY – $52,623 – $55,719
• New York, NY – $62,135 – $65,787

• Reviews case‑related documents received from internal and external parties; uploads documents into system, enters data, records, logs, reports, and sends correspondence; ensures correct identification and categorization of documents, entry of data, logs, reports and correspondence.
• Provides information regarding procedural, billing and case status questions; reviews stipulations, court orders, insurance policies, and other legal documents; disseminates correspondence, and updates case status and schedules hearings.
• Initiates and maintains an efficient flow of information; processes arbitrator dispositions and adjournment requests; manages arbitrator's calendar; responds to inquiries related to arbitration cases; monitors and follows up to ensure cases are submitted; arranges phone conferences to ensure timely transmittal of case‑related correspondence.
• Determines and assigns medical professionals per request of arbitrator to review independent medical exams provided by parties.
• Articulates and demonstrates advanced knowledge of arbitration sections of NYS Regulation 68 and NYS Regulation 35D related to NYSI Division's operations and tasks specific to their role and departments; appropriately addresses inquiries from parties; elevates complex inquiries as needed; demonstrates advanced knowledge of NYS insurance forms and/or related documents related to NYS Regulation 68 and/or NYS Regulation 35D and NYSI procedures.
• Ensures confidentiality of case information and case records; adheres to the AAA's information security and data privacy policies, procedures, and practices.
• Completes assigned tasks in online case management system, which includes capturing settlement agreements, inputting billing and check requests, reviewing case financials, reviewing and sending awards, processing withdrawals, processing telephonic requests, reviewing messages, processing technical corrections, abeyance requests, and answering party and arbitrator inquiries.
• Establishes a professional rapport with the user community, stakeholders, and internal associates; maintains neutrality; responds to inquiries in a timely manner; anticipates, troubleshoots and resolves problems by weighing the importance of facts and issues in a manner that fosters resolution and efficient management of cases; ensures that unresolved and complex issues are escalated to the appropriate supervisor.
• Demonstrates regular, reliable, and predictable job attendance.
• Attends on‑site and in‑person meetings and training sessions.

Associate's degree in business, legal studies, or related field. A minimum of 2 years of relevant work experience in customer service, medical/liability insurance, case administration, or legal environment. An equivalent combination of education and experience may be considered.

• Advanced knowledge of case administration, legal terminology, and relevant rules and regulations.
• Exceptional customer service, communication, and problem‑solving skills.
• Strong attention to detail, organizational skills, and ability to manage multiple tasks.
• Adaptable to changing priorities and workflows; maintains composure under pressure.
• Exercises good judgment and discretion when handling sensitive information.
• Intermediate proficiency with Microsoft Excel, Word, and web‑based case management systems.