J‑1 Insurance Program Coordinator

The J‑1 Insurance Program Coordinator serves as the primary point of contact for all J sponsors partnered with the organization with regards to participant health insurance. This role works closely with the health insurance provider for J Teachers and J Interns/Trainees, ensuring accurate enrollment, ongoing compliance with Department of State (DOS) insurance requirements, and exceptional support for participants. The coordinator provides guidance to J‑1 participants on available insurance resources, enrolls all J‑1 participants, collaborates with internal teams for training needs, and helps maintain accurate and compliant documentation throughout each participant’s program. Strong communication, organization, and proficiency with Microsoft tools are essential to success.

Core Responsibilities 

Insurance Enrollment and Participant Support 

• Serve as the primary insurance liaison for all J sponsors and internal program teams. 

• Serve as the primary contact for external vendors such as the insurance provider. 

• Enroll J‑1 participants in the appropriate insurance plan and support J‑1s enrolling eligible J‑2 dependents. 

• Provide guidance to J‑1 participants on insurance coverage, benefits, and how to utilize their insurance resources. 

• Assist participants with questions regarding claims, coverage, and provider access. 

• Conduct outreach (calls, emails, messages) to participants who require follow up for enrollment and/or payment. 

Compliance and Documentation 

• Ensure all J‑1 and J‑2 insurance coverage meets DOS requirements as outlined in the Code of Federal Regulations for J Teacher and J Intern/Trainee programs. 

• Maintain accurate, complete, and timely documentation for all participants throughout their entire program duration. 

• Track insurance effective dates and updates to ensure full compliance. 

• Maintain audit-ready files and support internal or external audit processes. 

Sponsor and Insurance Provider Coordination 

• Build strong, professional relationships with J sponsors and act as their central point of communication regarding insurance matters. 

• Collaborate closely with the insurance provider to resolve enrollment issues, troubleshoot participant concerns, and update plan-related information. 

• Review and verify insurance provider invoices for accuracy prior to approval. 

• Monitor trends or recurring issues and escalate when needed. 

Training and Resource Development 

• Support training efforts for internal teams working directly with J‑1s, ensuring understanding of insurance requirements, processes, and resources. 

• Help determine resource requirements and relevant timelines to best benefit participants 

• Assist in creating participant-facing educational materials as needed. 

• Surface “lessons learned” or opportunities to improve communication or processes. 

Process Improvement and Program Operations 

• Identify areas for improving the insurance experience for J‑1 participants and J sponsors. 

• Collaborate with operations leadership to recommend changes that enhance compliance, efficiency, or participant support. 

• Support the development of standard operating procedures (SOPs) related to insurance workflows. 

Technology and Reporting 

• Maintain accurate records using internal systems and Microsoft tools (Excel, SharePoint, Teams, Outlook, etc.). 

• Track metrics related to enrollment, compliance, payment status, and participant support needs. 

• Prepare reports or dashboards for leadership as needed. 

• Navigate and utilize the insurance provider’s administrative portal to manage participant enrollments, updates, terminations, and account troubleshooting. 

Required Skill and Qualifications 

• Experience in the insurance services field. 

• Strong organizational skills with keen attention to detail. 

• Excellent verbal and written communication skills. 

• Experience working with cross-functional teams and external partners. 

• Ability to communicate US health insurance concepts in a clear, supportive manner. 

• Ability to manage sensitive information with professionalism and confidentiality. 

• Customer-service-oriented approach with patience and empathy. 

• Proficiency with Microsoft Office tools (Outlook, Teams, Excel, Word, SharePoint). 

Preferred Qualifications 

• Prior experience in insurance administration, compliance, or case management. 

• Prior experience in international service provision, particularly for the United States.