The Senior Benefits Representative contributes to the success of the Vanderbilt University by providing education and guidance to individuals at all levels of the organization, providing a wide variety of administrative duties as they pertain to employee benefits (group health, dental, vision, short-term and long-term disability, life insurance, flexible spending accounts, 403(b), COBRA, ERISA, ACA, etc.).
Duties and Responsibilities
Process and reconcile benefit transactions (elections, claims, contributions, distributions, appeals, etc.).
Administer all benefit plans according to the plan documents and regulatory requirements. Ensure plans and procedures are compliant with ACA, HIPAA, ERISA, USERRA, FMLA, COBRA and IRC regulations.
Assist faculty and staff in researching and resolving benefits issues with insurance carriers and third party administrators and any escalated issues that might arise.
Work closely with Payroll to ensure accuracy of benefit related deductions.
Provide consultation to individuals as they experience a life event needing mid-year benefit changes to ensure compliance with Vanderbilt's systems and policies and to departments handling the paperwork to alter individual status.
Respond to inquiries from participants regarding the status of their requests for benefit transactions. All phones calls are to be returned with 24 hours of receipt. Internal calls are to be returned on the same day. Properly document actions taken regarding each participant interaction within the same business day.
Develop and execute educational strategies.
Assist faculty and staff with understanding Vanderbilt's benefit policies. Ensure that faculty and staff have an understanding of the benefit plans and how to access websites, materials and other sources to better understand the benefit programs available. Present benefit information at orientation as scheduled as well as meet individually with new hires as needed. Answer faculty and staff questions regarding benefits options and participation.
Develop measurable written plans for enhancement of interaction with benefit vendors including: feedback, analysis, company specific marketing, statistics/information obtained through analysis of current population and participation, and plan general marketing strategies.
Support Benefit Administration Special Event and Project Planning.
Participate in special projects, as requested, including the organization and implementation of annual open enrollment, new benefit rollouts, and other projects as they arise including the development of communication materials.
Write and monitor project plan to include activities to schedule rooms, define equipment needs, identify costs, designate stakeholders, assign tasks, schedule sign-offs, solicit staffing assistance, identify logistics and feedback mechanisms.
Participate in the set up and facilitation of events including coordination activities to obtain audio/visual support, furniture or other physical needs.
Correspond with participants and vendors to invite, confirm and finalize participation.
Define participation costs, notify participating vendors of the cost and obtain appropriate reimbursement.
Assess survey and other feedback information for future process improvements. Define method, obtain tool and collect responses for feedback analysis on each planned event. Exercise independent judgment in determining the tool and questions used. Accumulated results should be analyzed for presentation and reported within 2 business days of the event.
Provide data for analysis of plan activity and other audit and compliance matters as required.
Provide consultation to management regarding compliance matters such as non-discrimination testing, Form 5500 filings, SPD and SAR updates and distribution.
Conduct periodic testing and audit processes. Prepare and deliver communications to affected employee population. Work closely with vendors and payroll to ensure accuracy of benefit-related records and provide reconciliation.
Utilize various HR systems to create benefits related reports and maintains accurate data.
Interface with other areas of Human Resources to train and provide general benefit plan responses.
Create and conduct benefit related trainings and communication tools, to enhance the understanding of the benefit packages.
Work together with other areas of Human Resources when resolving faculty and staff related questions, and when interpreting policies and procedures.
Establish a mechanism for regular updates to support ongoing education.
Professionally represent Vanderbilt at workshops, fairs, departmental meetings, conferences, and other events to present Vanderbilt University benefit plan information.
Make arrangements and obtain permission for attendance at conferences.
Plan, implement and participate in workshops specific to Vanderbilt's benefit plans.
Submit presentation for approval two weeks in advance of the event.
Maintain and update confidential electronic and paper files.
Responsible for maintaining the security and confidentiality of all HR information.
Prepare and maintain benefit files, assuring accuracy, compliance and confidentiality.
Support Benefits Administration team by providing an accessible, value-added, positive experience for peers.
Provide credible Benefits information to departments, faculty/staff members and candidates being recruited; support the administration of surveys and RFP's.
Maintain relationships with benefit plan vendors and consultants.
Participate in the Targeted Selection approach to candidate selection for team members.
Work with HR departments to support system wide efforts.
May include additional duties as assigned by management.
Recommend new methods of communications.
Effectively communicate government required compliance to faculty, staff and management.
Create communication tools to enhance the understanding of the various benefit packages.
Provide feedback regarding current communications methods, analyze feedback and provide recommendations for improvement.
Participate in professional organizations, community networks
Profile of an Ideal Candidate
Strong customer service skills is required.
Strong knowledge in employee benefits (group health, dental, vision, short-term and long-term disability, life insurance, flexible spending accounts, 403(b), COBRA, ERISA, ACA, etc.) is required.
Strong interpersonal and communication skills is required.
Experience serving as liaison to benefit vendors is required.
Strong analytical and critical thinking skills is required.
Understands and works with plan designs and eligibility is required.
Good presentation skills is required.
About Vanderbilt University Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university's students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of “America's Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2018 (Forbes).
About Vanderbilt Benefits Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.
Commitment to Equity, Diversity and Inclusion Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.