Administrative Coordinator, Benefits

Job Summary

Under limited supervision, responsible for managing and administering the organization's employee benefits and wellness programs. This includes health insurance, retirement plans, life insurance, wellness programs, and other employee benefits. This role ensures compliance with relevant laws and company policies while serving as the main point of contact for employee questions regarding benefits. Coordinate various routine programs related to Benefits and Wellness.

Core Activities

• Reconcile and process monthly benefits invoices of the health, dental, vision, life, disability, flexible spending, and retirement plans.
• Serve as the main contact for employee benefit inquiries, providing guidance and resolving issues in a timely and professional manner.
• Process all employee benefits and wellness programs related to new hires, terminations.
• Data entry
• Coordinate transactions with Payroll
• Maintain accurate records of employee compensation and benefits data
• Perform data audits
• Organize digital and paper files to meet compliance requirements
• Update and maintain HR policies, processes, and procedures (update intranet, provide feedback for employee handbook, update SOPs, etc.)
• Remain current with federal, state, and local regulations related to benefits and compensation practices and programs to comply with legal requirements and industry standards.
• Communicate Total Rewards policies, programs, and changes to employees through various channels, such as meetings, emails, Zoom, and written materials.
• Cook with benefits providers/broker team to ensure smooth enrollment processes, and resolve any issues or discrepancies (e.g. file feeds, invoice adjustments, etc.).
• Cook annual benefits and wellness activities, including communication materials, system setup, and employee support (e.g., Benefits Open Enrollment, Annual Health Screening, Virtual Health and Wellness Fair, etc.).
• Support HR events, as needed (e.g., Recruitment Fairs, All Staff meetings, Division meetings, etc.).

Preferred Knowledge, Skills, & Abilities (KSAs)

• Minimum of proven experience (typically 1-2 years) in benefits administration
• Understanding of benefits programs, including health insurance, retirement plans, and wellness initiatives
• Ability to apply discretion and good judgment when dealing with sensitive and confidential matters
• Knowledge or exposure to general employment-related state and federal laws and regulations
• Experience in HRIS (Human Resources Information Systems)
• Ability to multitask in a fast-paced environment
• Accurate record keeping and strong attention to detail required
• Excellent communication and interpersonal skills, with the ability to effectively interact with employees at all levels of the organization
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Ability to prioritize tasks and to delegate them when appropriate
• PC proficiency and strong working knowledge of the MS Office Suite; must be in Word and Excel

Physical Requirements to Perform Essential Job Functions

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs
• Typical office environment, main aquarium and exhibits, occasional offsite events