Benefits Coordinator

DEFINITION:

The Benefits Coordinator oversees day-to-day administration of the organization’s health plan, 401(k) retirement plan, and related benefits programs. This role ensures benefits are administered in compliance with plan rules and regulations, provides elevated employee support, and leads educational initiatives to help employees better understand and maximize their benefits. The role partners closely with internal stakeholders and external vendors to manage plan operations, monitor trends, enhance plan performance, and improve the overall employee experience. The Department Head for this position is the Chief Experience Officer. This position is immediately supervised by the Director of Workforce Analytics.

EDUCATION AND EXPERIENCE:

• Minimum of three years of benefits administration experience, with preference for experience managing self-insured health plans and 401(k) retirement programs.

• Requires a High School Diploma or Equivalent.

KNOWLEDGE AND SKILLS: Emotional intelligence, professional presence, and the ability to build trust with employees, leaders, and external benefits partners.

Quick learner with strong digital agility and the ability to adapt to new technology platforms with ease. High attention to detail, excellent organizational skills and clear, polished written and verbal communication.

Comprehensive knowledge of benefits plan administration and related processes.

Strong analytical and problem-solving skills, with the ability to interpret benefits data and claims patterns. Proven ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with discretion. Reliable and resourceful, able to manage multiple priorities while maintaining accuracy and meeting deadlines. Collaborative and team-oriented, able to work effectively across teams and organizational levels.

Ability to explain complex benefits concepts in a clear, employee-friendly manner. An expectation of core competencies in relation to individuals with co-occurring disorders.

JOB DUTIES AND RESPONSIBILITIES:

This position is responsible and held accountable for the following duties:

• Manage daily operations of the self-insured health plan, including enrollment, eligibility, qualifying life events, and vendor file exchanges.

• Serve as the primary liaison between employees, human resources team, and external benefit partners, working closely with them to troubleshoot and resolve escalated benefits questions and concerns.

• Provide supervision to the Benefits Specialist through clear guidance, delegation, training, and performance feedback, supporting both daily workflow and long-term operational effectiveness.

• Monitor utilization and claims trends, identify and escalate cost-containment opportunities, and contribute to plan design analysis that enhances both cost-effectiveness and employee value.

• Provide high-quality, confidential support to employees with benefit questions, claims issues, and plan education.

• Oversee the monthly processing and reconciliation of all benefits invoices, ensuring accuracy, completeness, and timely submission.

• Develop and deliver clear, accessible benefits education to employees through guides, presentations, FAQs, and one-on-one support.

• Lead benefit orientation sessions, open enrollment briefings, and ongoing education campaigns to increase understanding and engagement.

• Oversee 401(k) plan administration, including enrollment, contribution monitoring, and compliance with plan rules and regulatory requirements.

• Serve as a resource for employees on 401(k) plan options, facilitating education and answering questions to support informed retirement decisions.

• Coordinate with 401(k) plan providers and third-party administrators to ensure accurate recordkeeping, timely transactions, and smooth plan operations.

• Monitor 401(k) plan performance and participation trends, identifying opportunities to enhance employee engagement and retirement readiness.

• Establish and maintain standard operating procedures, ensuring consistency in benefits administration and communication.

• Coordinate annual open enrollment, ensuring materials, systems, communications, and timelines support a smooth and educational employee experience.

• Ensure compliance with federal and state regulations (ERISA, ACA, COBRA, and other applicable laws).

• Understands and promotes our Certified Community Behavioral Health Clinic (CCBHC) concept by providing or supporting community-based mental and substance use disorder services; advancing integration of behavioral health with physical health care; assimilating and utilizing evidence-based practices on a more consistent basis; and promoting improved access to high-quality care. Regular and predictable attendance is an essential job requirement.

• Employee must be willing and able to perform all job-related travel normally associated with this position.

• Participates in required staff meetings.

• Quality of work will be evaluated through training, skill, or special purpose. Must be competent and adequate. Must meet “satisfactory” expectations at any scheduled job performance evaluation.

Must perform the specific job duties as listed above to meet position expectations.

In addition, must possess skill in working cooperatively and effectively with clients, staff, management, and other professional groups; in exercising mature judgement in dealing with people; in presenting ideas clearly and accurately; in reading and comprehending the English language; and in communicating effectively; both orally and in writing.