Job Description:The Administrator, Benefits & Wellbeing is focused on supporting employee benefits and wellness programs with an emphasis on compliance, efficiency and providing a positive employee experience. The role assists in the administration benefits plans, including health insurance, retirement, and wellness initiatives, including health insurance, retirement, and wellness initiatives, while acting as a resource for employees, vendors, and internal teams. Core responsibilities include coordinating processes such as Open Enrollment and new hire benefits enrollment, maintaining accurate benefits data in HRIS systems, and responding to employee inquiries in a timely and supportive manner. The position also supports regulatory compliance, conducts audits, and contributes to tracking and reporting vendor performance.
In addition to benefits support, this position helps promote employee engagement through communication, education, and events. The Administrator assists in creating and delivering benefits education materials, coordinating wellness workshops, and organizing activities such as benefits fairs. Collaboration is a key component, as the role partners with cross-functional teams, vendors, and departments to troubleshoot issues, support system updates, and contribute to special projects. Additional duties include preparing reports, supporting administrative and billing tasks, and participating in department initiatives to ensure smooth and efficient benefits operations aligned with organizational objectives.
Major Areas of Responsibility (MAR):
Benefits & Wellbeing Program Administration - 45%
- Administers employee benefit and wellness programs (such as health insurance, retirement plans, disability insurance, life insurance, etc.) ensuring compliance and effective service delivery.
- Facilitates the enrollment process for new hires and Open Enrollment, ensuring accurate documentation and timely processing.
- Maintains and updates employee benefits information in the HRIS as well as other benefits platforms, ensuring accurate and complete information.
- Is the primary point of contact for the coordination and administration of the benefits contracts - including Statements of Work (SOWs), Business Associate Agreements (BAAs), Non-Disclosure Agreements (NDAs), and Requests for Proposal (RFPs) to ensure accurate and efficient utilization.
- Processes and reconciles benefits-related invoices, tracks billings and department purchase orders (POs) to ensure appropriate, accurate and timely payment.
- Conducts audits of billing, funding, and contributions, including savings accounts, addressing discrepancies and resolving addressing vendor-related issues as needed
- Serves as a liaison between vendors and internal teams, coordinating meetings, tracking vendor performance, and resolving service issues.
- Tracks and reports on vendor performance, compliance, and service issues.
- Completes and participates in benefits surveys.
- Analyzes and reviews benefits survey data and provides data and insights to inform plan revisions and ensure competitiveness.
- Creates and prepares reports on benefits programs (e.g., health, retirement, leave, and worker’s compensation), including data on utilization trends, participation rates, and the effectiveness of wellness initiatives. Provides actionable insights to inform decision-making and support program improvements.
- Maintains organized and up-to-date files and drives for the department, ensuring easy access to critical documents.
- Maintains a thorough understanding of compliance requirements, benefits regulations, and company policies, staying informed of updates to ensure programs remain compliant and aligned with organizational goals while identifying opportunities for improvement.
Employee Communication and Support - 30%
- Is the initial contact for benefits inquiries, actively engaging with employees through one-on-one meetings, orientations, other communication methods including providing prompt and thorough responses to the Benefits email inbox.
- Resolves employee questions by coordinating with providers and vendors, ensuring personalized support for coverage discrepancies, claims disputes, and other concerns.
- Pulls together and delivers presentations and workshops on benefits and wellness topics, fostering an engaging and accessible learning environment.
- Organizes events such as benefits fairs, health plan education sessions, and wellness initiatives to enhance employee engagement and understanding of available resources.
- Collaborates with cross-functional teams to develop and distribute tailored benefits communication materials, including newsletters, open enrollment guides, and FAQs.
HRIS Benefits Administration Support - 15%
- Collaborates with the HRIS team to administer, update, and enhance benefits-related aspects of the HRIS and benefits platforms, including testing and program launches.
- Participates and provides support in Open Enrollment periods, including system testing, troubleshooting, and providing direct support to other departments.
- Troubleshoots system issues and resolves all issues and file data feed errors by working with employees, managers, HRIS, vendors, and other relevant stakeholders.
- Addresses website-related system issues and ensures accurate and timely updates.
Administration - 10%
- Provides administrative support to department managers, ensuring accurate and efficient task completion.
- Prepares reports, presentations, and other materials to support department initiatives and decision-making.
- Supports the department in special assignments by analyzing data, providing actionable insights, and delivering results.
- Serves as a backup for other areas of Benefits when needed.
- Completes additional duties and projects as assigned to support the department’s goals and objectives.
Qualifications and Other Requirements:
Education (Minimum):
- Bachelor’s degree in Human Resources, Business or related field; or equivalent combination of education and relevant work experience, required.
Experience:
- Minimum three (3) years of experience in administering benefits, wellness programs, or related area is required.
- Previous experience supporting Open Enrollment processes, managing vendor/carrier relationships, processing contracts and SOWs, and billing reconciliation is preferred.
- Familiarity with leave administration (e.g., FMLA, CFRA, parental leave) and ADA accommodations desired.
Training/Certification:
- HR/Benefits Certification (e.g. PHR, SHRM-CP, CEBS) desired.
Knowledge/Skills/Abilities:
- Must be available to work during Open Enrollment, with minimal time off to meet business needs.
- Basic understanding of HR and benefits terminology, practices, and processes.
- Strong verbal and written communication abilities for creating materials, delivering presentations, and engaging with employees and vendors.
- Focused on providing responsive and personalized support to employees, addressing inquiries, and resolving issues effectively.
- Ability to maintain accurate records, manage multiple priorities, and support administrative and budgetary tasks efficiently.
- Basic knowledge of HRIS systems; familiarity with Workday is highly desired.
- Ability to troubleshoot issues related to benefits, systems, and employee questions, escalating to appropriate vendors or internal teams when necessary.
- Strong problem-solving skills to review reports, identify errors, and determine corrective actions.
- Comfortable working in a fast-paced environment with fluctuating volumes of inquiries, particularly during Open Enrollment periods.
- Maintains confidentiality, professionalism, discretion and diplomacy when handling sensitive and confidential employee information to ensure compliance with HIPAA and the protection of personal health information (PHI).
- Ability to build effective working relationships with employees, vendors, and internal teams, even in complex or stressful situations and build trust in all interactions.
- Ability to work effectively with vendor partners in the administration and delivery of benefits programs.
- Ability to make sound judgements.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), working knowledge of Workday or other HRIS systems is a plus.
- An understanding of various benefits compliance requirements for ACA, COBRA, HIPAA, and disability claims preferred.
Travel:
May be required 1 – 2 times per year
Pay Range:
$28.51-$41.35
Salary to be determined by education, experience, knowledge, skills and abilities of the applicant, internal equity, and alignment with market data.
Learn more about MNAO’s comprehensive benefits package here