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Benefits Coordinator

2 months ago

Washington, Washington, D.C., United States The Aspen Institute Full time

About The Aspen Institute

The Aspen Institute is a global nonprofit organization dedicated to fostering a free, just, and equitable society. With a rich history dating back to 1949, the Institute has been driving positive change through dialogue, leadership, and action to address the most pressing challenges facing communities worldwide.

Our Commitment to Diversity, Equity & Inclusion

We are committed to advancing the principles of diversity, equity, and inclusion across all our endeavors, including staff recruitment, compensation, training, and advancement. This commitment is essential to achieving our mission and making us a leader in this area.

About This Role

The Benefits Administrator will play a critical role in coordinating all company-sponsored benefit plans, including life, health, dental, and disability insurances, 403(b) and 457(b) retirement plans, flexible spending accounts, and employee leave programs. This position requires a strong understanding of benefits laws, rules, and regulations, as well as excellent communication and analytical skills.

Key Responsibilities

  • Support new employees with enrollment and process status changes in all benefit plans, including medical, dental, life, and AD&D insurance, long-term care, flexible spending plans, COBRA, and retirement plans.
  • Effectively use HRIS and other vendor benefits systems to update and manage benefit enrollment and termination processes, troubleshoot any issues, and work with the HR Project and Systems Manager and vendor to resolve them.
  • Maintain employee benefit files and establish electronic goals and deductions in HRIS.
  • Organize annual open enrollment for health and dental insurance, flexible spending accounts, and other benefits, coordinating closely with HRIS open enrollment specialists to establish the portal.
  • Be responsible for the bi-weekly retirement fund remittance.
  • Assist and monitor FMLA, disability, and workers' compensation claims.
  • Regularly attend benefits and other industry events to stay abreast of trends and regulatory requirements, educate team members regarding trends and innovations in the market.

Communication

  • Notify employees of retirement annuity eligibility upon completion of anniversary dates.
  • Work with the Director of People and Strategic Operations to develop communication concerning benefit plan updates and/or changes to employees.
  • Provide employees with annual benefits statements.
  • Respond to benefit inquiries via email, phone, or in-person and resolve a variety of benefit-related issues in a timely and accurate manner.
  • Provide employees' leave spreadsheets pertaining to leave of absence, maternity, or disability leaves, work with UNUM to implement FMLA administrator function.

Relationship Management

  • Partner with the payroll department for systems setup for any annual benefits plan design changes.
  • Process and reconcile monthly billing invoices to various benefit vendors, comparing against enrollment data in HRIS with final approval from the finance team.
  • Chair the employee benefits committee, working with benefits brokers to establish agenda and provide follow-up to members as necessary, research additional methods to keep committee members engaged throughout the year.

Compliance

  • Keep abreast of changes in the benefits field to maintain compliance to ensure the Institute's benefit plans and practices satisfy applicable federal, state, and local laws and regulations.
  • Complete yearly notices and other documents as required as it pertains to the ACA, COBRA, HIPAA, ERISA, FMLA, as well as Medicare (i.e., fee disclosure, PCORI, 1095-C year-end documents).
  • Be aware of state leave laws and coordinate with the payroll team as laws develop/change to update UKG payroll system for appropriate deduction and/or tracking.

Analysis & Reporting

  • Develop, maintain, and submit timely annual and ad-hoc benefit reports as requested, such as the 5500, highly compensated spreadsheet, and fulfill payroll and retirement auditor requests.
  • Assist the director in evaluating and comparing existing employee benefits with those of other employers by analyzing other plans, surveys, and other sources of information.

Onboarding and Offboarding

  • Lead bi-weekly new hire HR benefit orientation sessions, in close coordination with other HR team members, participate in monthly and quarterly orientation sessions as needed.
  • Conduct benefit exit interviews as well as prepare documents for continuation of benefits.

Human Resources Administration

  • Work closely with the HR Project and Systems Manager to ensure electronic PAF process is successful and that managers are equipped to accurately submit PAFs.
  • Serve as a backup to other members of the People & Culture team as needed.
  • Document benefit processes to be included in the standard operating procedures manual.

Requirements

  • Five+ years of direct benefits administration experience. Certified Employee Benefits Specialist (CEBS)/Professional Human Resources (PHR) certification a plus.
  • Thorough knowledge and understanding of benefits laws, rules, and regulations of COBRA, HIPAA, FMLA, ADA, ERISA, and Workers' Compensation, etc.
  • Ability to ensure compliance with applicable government regulations.
  • Experience with HRIS, particularly UKG, system strongly preferred with proficiency of the MS Office Suite including Excel.
  • Excellent verbal and written communication skills with the ability to provide superior customer service.
  • Must be detail-oriented, well-organized, and have the ability to set priorities.
  • Excellent analytical skills needed to define problems, determine alternatives, and present solutions.
  • Ability to work effectively with employees in solving confidential and complex benefit-related matters.
  • Ability to work in a team environment.