Benefits Administrator

PURPOSE

The Benefits Administrator is responsible benefits administration in the US and partner with global HR teams as needed supporting the day-to-day operations of group benefits and wellness programs (group health, dental, vision, STD and LTD, life insurance, HSA and FSA, supplemental accident, hospital indemnity, and critical illness, and retirement plans). This role administers and supports employee-qualified leave of absence programs including compliance with the FMLA and the ADA. This role provides HR team support, maintains accurate employee records for the HRIS system, and manages employee communications. In addition, this role will assist in leading configuration efforts for electronic files and basic system management for the Benefits module of the HRIS. This position is responsible for monthly benefit audits and supports required annual audits. The role offers the opportunity to work cross-functionally with several key areas of the business such as Payroll, HR, and Recruitment in addition to continuous correspondence with all employees.

ESSENTIAL DUTIES & RESPONSIBILITIES

Benefits Program Administration

• Process benefits enrollments and handle correspondence with employees regarding requests for sufficient Life Event supporting documentation, approval of Life Event Declaration Form and notification to proceed with enrollment event in HR system.
• Process termination events, including manually launching COBRA based on Termination notifications received in HR system; conduct quick audit to ensure benefit elections automatically end-dated.
• Create weekly files for the international benefits broker to maintain the benefit eligible population based on activation/deactivations.
• Partner with international HR teams to support food or meal programs.
• Populate 401(k) Totals Page (pulled from Payroll Summary Report from HR System) upon each payroll commit and upload to 401(k) plan administrator site.
• Perform weekly audit of Payroll Feedback Report for 401(k) contribution elections and loan repayments; manually resolve system limitation issues.
• Coordinate transfer of data to external contacts for services, premiums, and plan administration to provide support for vendors and third-party administrators.
• Assist with year-end forms such as 1095-C, HSAs, etc.
• Support self-billing administration monthly for MoO and Voya and quarterly for Standard NY Life Insurance.
• Support point solutions such as Ovia Health and New Baby WWEX gifts.

Employee Support & Communication

• Support employees on benefit plans, paid time off, and general benefits policy questions.
• Partner closely with employees, managers, and Payroll for all leave-related paid time off adjustments, program revisions, and communications.
• Develop communication tools to enhance understanding of the company's benefits package.
• Facilitate benefit presentations for new hire enrollment, annual enrollment, and acquisition onboarding.
• Send out weekly new hire benefit enrollment reminders.
• Manages all employee benefits escalations with outside carriers and brokers to ensure resolution and manage eligibility.
• Serves as a frontline resource to answer employee benefit questions and inquiries, pull ID cards, etc.
• Drive Employee Wellness Program reflecting National Wellness focuses, updating Connect, providing “Did you know” education segments, and webinar enrollments.

Compliance & Recordkeeping

• Ensure compliance with applicable US government (federal and state) regulations and laws, as well as timeliness and accuracy of required reporting.
• Complete monthly benefit audit process.
• Support Benefits Manager in the preparation for annual plan audits.
• Assist with year-end forms such as 1095-C, HSAs, etc.
• Document and maintain benefit procedures/SOPs.
• Maintains high confidentiality standards for data integrity and accuracy in reporting output.

Analysis & Process Improvement

• Prepare reports to capture census data for US and internationally as needed for benefits reporting and processing.
• Administer annual benefits surveys in US and internationally as needed. Develop recommendations for management.

Systems & Technology

• Maintain HRIS system with employee benefit files and FMLA files.
• Oversee self-service modules and ensure relevant data is available for employees to access in HRIS.

Leave Management (subcategory of Benefits Program Administration / Compliance)

• Process Leaves of Absence (STD, LTD, Maternity/Parental, Medical, Military, Jury, Bereavement, etc.) and maintain communication with employees and managers regarding start and end dates for the US and partner with international HR teams.
• Track and maintain LOAs.
• Maintain Leave reports, with timely updates to managers, employees, and HR Business Partners.
• Assist with LOA-related Short-Term Disability employer information forms; submit back to carrier in a timely manner.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES

• Project management in fast paced environment

• Great attention to detail

• Ability to prioritize, balance, and manage multiple efforts with strong results.

• Solid analytical and problem-solving skills.

• Solutions and customer service oriented.

• Intermediate to advanced Excel required

• Excellent communication, presentation, and interpersonal skills.

• PC Software: Ceridian HRIS experience and knowledge, preferred.

• Demonstrated proficiency with Microsoft Word, Excel, PowerPoint.

QUALIFICATIONS:

• Bachelor’s degree

• Minimum of 2 years progressive benefit administration and leave administration experience