Director, Benefits
About the role
The Director of Benefits provides strategic leadership and operational oversight for the College’s employee benefits programs, serving as the institution’s primary subject matter expert in benefits administration and compliance.
Essential Duties And Responsibilities
Direct all aspects of the College’s employee benefits programs, including medical, dental, vision, life insurance, disability, retirement, and voluntary offerings across all employee classifications (faculty, classified staff, and administrative).
Lead contract negotiation, review, and interpretation for all benefits-related agreements; resolve benefits-related problems in partnership with vendors and institutional stakeholders.
Ensure Summary Plan Documents (SPDs), employee communications, and all benefits materials are accurate, current, and compliant with applicable regulations.
Maintain active contacts with benefits vendors to support problem resolution, coordination of procedures and materials, and implementation of new programs.
Participate in strategic planning for the PWC office and the Benefits area; research and evaluate emerging benefits practices and recommend new programs for implementation at the College.
Support Total Rewards strategic planning efforts and institutional initiatives related to employee benefit offerings and workforce sustainability.
Records Management & Information Governance
Serve as the functional owner for records management across People & Workplace Culture, establishing standards, procedures, and controls governing the creation, maintenance, retention, retrieval, archival, and secure disposition of employee records and departmental records.
Develop, implement, and continuously improve a comprehensive records management program that supports operational excellence, regulatory compliance, risk mitigation, and information governance across all PWC functional areas.
Ensure compliance with applicable federal and state laws, institutional policies, records retention schedules, and legal requirements governing personnel, benefits, payroll, leave, recruitment, employee relations, compensation, classification, and other Human Resources records.
Develop and maintain standardized records management procedures, file structures, naming conventions, retention schedules, and documentation standards across the division.
Oversee electronic and physical records management processes to ensure records are complete, accurate, secure, accessible, and retained in accordance with applicable requirements.
Lead periodic audits of PWC records to assess compliance, identify risks, and implement corrective actions to improve recordkeeping practices.
Collaborate with Legal Affairs and institutional stakeholders to coordinate responses to litigation holds, audits, subpoenas, public records (GRAMA) requests, investigations, and other requests requiring retrieval of Human Resources records.
Partner with Information Technology to develop and maintain secure electronic document management solutions and records retention processes.
Develop and deliver training to PWC employees on records management requirements, privacy obligations, documentation standards, and records retention practices.
Monitor changes in applicable laws, regulations, and best practices related to records management and information governance, recommending and implementing process improvements as appropriate.
Establish metrics and reporting to evaluate records management effectiveness, compliance, and operational performance across People & Workplace Culture.
Vendor Management & Benefits Compliance
Serve as the primary institutional liaison with benefits vendors, brokers, retirement plan providers, and third-party administrators, ensuring service quality and accountability.
Oversee vendor performance, contract administration, and issue resolution for all benefits-related agreements.
Ensure institutional compliance with applicable federal and state regulations, including HIPAA, COBRA, ACA, ERISA, and other relevant statutes.
Coordinate required benefits-related reporting, disclosure obligations, and documentation, including ACA reporting, Form 5500 filings, and required participant notices.
Support benefits-related audits, compliance reviews, and regulatory reporting requirements in partnership with Finance and legal counsel as appropriate.
Collaborate with Payroll, IT and HR Systems staff to maintain accuracy of benefits-related data and deduction processing within the College’s HR information systems.
Family & Medical Leave Administration
Direct and oversee the administration of the College’s Family and Medical Leave (FMLA) program, ensuring consistent application, accurate recordkeeping, and compliance with federal and state regulations.
As the primary point of contact for employees and supervisors on FMLA eligibility, rights, and procedural requirements, provide clear and timely guidance.
Coordinate FMLA leave tracking, designation notices, documentation, and interactions with short-term disability carriers and benefits vendors.
Maintain confidential FMLA records in accordance with applicable federal regulations.
Collaborate with Employee Relations on complex or contested leave cases, escalating as appropriate while retaining ownership of the administrative and compliance dimensions.
Provide training and guidance to supervisors on their responsibilities under the College’s leave policies and FMLA regulations.
Leadership & Operational Oversight
Supervise, develop, and evaluate Benefits staff and the Manager, Wellness, fostering a service-oriented team culture committed to accuracy, responsiveness, and continuous improvement.
Establish and maintain operational procedures, workflows, and service standards that support consistent and effective benefits administration.
Collaborate across People & Workplace Culture functional areas to support integrated and equitable employee service delivery.
Participate in departmental strategic planning and represent the Benefits function in institutional committees and working groups as appropriate.
Maintain process documentation and ensure operational continuity within the Benefits area.
Employee Education & Communications
Ensure employees across the College have timely access to accurate benefits information, guidance, and resources, with particular attention to equity of access for all employee groups.
Design and deliver benefits education and informational sessions for employees, supervisors, and hiring managers, including new employee orientation programming.
Develop and maintain accessible benefits communications through institutional channels, including the College intranet, benefits portal, and employee-facing materials.