Office Manager

JOB TITLE: Office Manager

JOB UPDATED: 07/07/2026

DEPARTMENT: Student Health and Counseling Services (SH&CS), Student Affairs

REPORTS TO: Associate Director, Student Health and Counseling Services

JOB STATUS: Full-Time, Non-Exempt

SCHEDULE: In-person, 35 hours a week.

COMPENSATION: $58,000 Annually

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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, Soft Docs, 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…