Assistant Director of Human Resources, Benefits

Position Summary

The Assistant Director of Human Resources – Benefits is responsible for the strategic oversight, administration, and compliance of the College’s employee benefits programs. This role ensures the effective management of benefit offerings including open enrollment, vendor partnerships, billing, life events, leave administration, ADA accommodations, workers’ compensation, retirement plans, and regulatory compliance. The Assistant Director plays a critical role in ensuring that all benefit programs are administered with a high degree of accuracy, compliance, and exceptional customer service. This position also serves as a key liaison between HR, campus departments, employees, and benefit vendors, fostering trust and clear communication at all levels.

Key Responsibilities

1. Strategic Benefit Oversight

• Partner with benefit consultants to provide strategic direction and long-term planning for the College’s benefits programs to ensure alignment with institutional goals, employees needs and financial sustainability.
• Monitor emerging trends, legislative changes, and best practices in employee benefits to proactively recommend program enhancements or policy adjustments.
• Collaborate with the CHRO and Director of Total Rewards and Compensation to help evaluate and evolve the benefits strategy as part of the overall Total Rewards philosophy.

2. Open Enrollment Administration

• Lead the annual open enrollment process from planning through execution, ensuring timelines, compliance, and employee satisfaction.
• Communicate plan options and any benefit changes clearly and effectively to employees, leveraging multiple communication platforms.
• Create and distribute user-friendly educational materials, presentations, and FAQs to enhance employee understanding and engagement.

3. Vendor Management & Billing Oversight

• Oversee accurate processing, reconciliation, and timely payment of all benefit vendor invoices.
• Manage bi-weekly submission of retirement plan eligibility and contribution data.
• Act as the primary liaison with benefit vendors, brokers, and consultants, ensuring service quality, data integrity, and strong collaborative partnerships.
• Collaborate with external benefit consultants regarding our service agreements, rates, and renewals in alignment with institutional goals and budget considerations.
• Benchmark benefit plans against industry standards and peer institutions; recommend enhancements to ensure competitiveness and value.

4. Qualifying Life Events & Leave Management

• Administer benefits changes for qualifying life events, ensuring compliance with plan documents and federal/state regulations.
• Provide compassionate and responsive guidance to employees navigating life changes.
• Manage all employee leave programs (FMLA, short-term disability, state-specific leaves), ensuring policy compliance and seamless coordination with managers.
• Maintain accurate and confidential records; generate reports on leave trends and utilization.

5. ADA Accommodations & Workers’ Compensation

• Ensure compliance with the Americans with Disabilities Act (ADA) by coordinating the interactive process and implementing reasonable accommodations.
• Manage workers' compensation claims in collaboration with external carriers; support employees throughout recovery and return-to-work efforts.
• Maintain compliance documentation and communication in a sensitive, confidential, and employee-centered manner.

6. Retirement Plan Administration & Compliance

• Oversee the administration of 403(b) and other retirement programs, including phased retirement options and retiree medical coverage.
• Provide pre- and post-retirement guidance to employees; determine retiree eligibility in alignment with the college’s policy.
• Ensure full compliance with ERISA, IRS, and DOL regulations; support annual 403(b) audit preparation and non-discrimination testing for 403(b) and FSA plans.

7. Benefits Compliance & Documentation

• Ensure all benefit programs comply with applicable federal and state laws including COBRA, HIPAA, ACA, and others.
• Maintain accurate, organized, and secure benefits documentation and policies.
• Conduct periodic internal audits of benefits records and processes to ensure accuracy and readiness for external audits.

8. Benefits Training, Events, Communication, & Customer Service

• Design and deliver employee education sessions and benefit orientations; support the ongoing development of benefit resources and training materials.
• Lead and organize wellness initiatives and health-related campus events (e.g., flu clinics, mammogram bus, wellness fairs).
• Serve as a key member and staff liaison for the Retirement Committee.
• Serve as the primary point of contact for employee inquiries regarding health, wellness, retirement, and other benefit programs.
• Provide timely and accurate responses to questions about eligibility, enrollment, coverage, claims, and plan changes.
• Resolve complex benefits issues with empathy and discretion, working closely with employees, vendors, and HR partners.
• Ensure a high level of employee satisfaction by delivering consistent, professional, and confidential support.

9. Total Rewards Support

• Collaborate with the Director of Compensation and Total Rewards on the development and distribution of Total Compensation Statements.
• Support the annual merit increase process with data validation and communications related to benefit impact.

Qualifications

• Bachelor’s degree required. Preferred area of study in Human Resources, Business Administration or related field.
• Minimum of 3 years of progressive experience in employee benefits administration, with strong emphasis on compliance and customer service required.
• Comprehensive understanding of federal/state benefits laws and regulations (ERISA, COBRA, HIPAA, ACA, FMLA, ADA) preferred.
• Demonstrated ability to manage multiple benefit programs with a focus on accuracy, confidentiality, and service excellence strongly preferred.
• Strong customer service mindset with the ability to communicate complex information clearly and compassionately to employees at all levels.
• Proficiency in HRIS, benefits administration platforms, and Excel; experience with benefits data analysis and reporting.

Key Skills and Attributes

• Exceptional attention to detail and accuracy in handling sensitive data.
• Strong analytical and problem-solving skills; able to interpret regulatory language and apply policy appropriately.
• High emotional intelligence, professionalism, and discretion when interacting with employees facing personal or sensitive issues.
• Excellent organizational, written, and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced, service-oriented environment.
• Relevant certification (e.g., CEBS, SHRM-CP/SCP, PHR) strongly preferred.

This description indicates the general nature and level of work performed by employees in the above job. It is not intended to be a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.