Manager, Benefits & Leave Administration

The Manager, Benefits & Leave Administration owns the day-to-day administration, compliance, and strategy of Parallel ENT & Allergy's employee benefit plans, 401(k) plan, and leave programs across all markets This role is a hands-on, subject-matter-expert position. It combines plan administration, regulatory compliance (ERISA, ACA, COBRA, Section 125), open enrollment, leave management (FMLA and state paid family leave), and benefits analytics, and it leads benefits integration for newly acquired practices. Key Responsibilities Leave Administration • Review and respond to Delaware PFL claims through the state portal within 5 business days. • Generate FMLA paperwork within 5 business days of the request date. • Review completed provider FMLA certifications, determine whether leave qualifies, and issue a notice of determination within 5 business days. • Determine benefit premium arrears and set repayment schedules when employees return from leave. • Submit employer information for employee disability claims. • Review and approve termination and leave personnel action forms (PAFs). • Submit workers' compensation information to the carrier, provide case information to employees, and act as the point of contact for carrier follow-up. Benefits Plan Administration • Create annual wrap plan documents and cafeteria plan documents in coordination with vendors, and distribute them to participants within compliance timelines. • Run annual non-discrimination testing for the cafeteria plan, health FSA, and dependent care FSA with vendors, and process corrections and communications as needed. • Approve new hire benefit elections and push them to payroll. • Act as the escalation point for employee claims questions, provide temporary ID cards, and maintain carrier system access. • Work closely with the benefits broker to review plan health and recommend plan design and strategy. ACA and Annual Compliance • Run monthly hours testing to ensure proper offers of coverage, and work with managers to adjust status based on results. • Audit and approve Forms 1095-C. • Complete annual disclosures: Medicare Part D creditable coverage filing with CMS, annual RxDC reporting, Form 5500 for the health plan, SAR notices, and Medicare Part D notices. • Own the administration and execution of ERISA, ACA, COBRA, and Section 125 requirements. COBRA and QMCSOs • Enter all full-time hires and terminated employees into the COBRA system (EBC) so continuation coverage notices go out within 30 days. • Coordinate annual COBRA open enrollment to align with active open enrollment. • Create and maintain the QMCSO policy, review medical child support orders for qualification, notify all parties, and enroll dependents when orders qualify. Open Enrollment • Build benefit plans in Paycom with plan documentation and highlights, calculate premiums by pay schedule (monthly, bi-weekly, semi-monthly), assign plans, and audit all plans before go-live. • Coordinate employee education sessions with the broker, create and distribute communications, and troubleshoot enrollment issues. • Field employee benefit questions and escalate to carriers as needed. • Provide carriers with the enrollment census after open enrollment, and keep it current until the plan year starts or the file feed is active. • Build carrier file feeds with Paycom when carriers or plans change (typically 2 to 4 months), resolve discrepancies, and manually maintain eligibility until the feed is live. 401(k) Plan Administration • Oversee plan administration for compliance, enter contribution elections and changes in Paycom, and process payroll contributions through Transamerica on a timely basis. • Conduct the annual plan audit, including census and participant data (I-9s, W-4s, contracts, statements), and complete the annual Form 5500. • Run annual non-discrimination testing, and process corrections for testing results, payroll errors, and late contributions. • Process profit-share contributions in coordination with finance and NDT results. Mergers and Acquisitions Integration • Lead benefits integration for newly acquired practices: coverage transitions for groups joining our plans, support under their legacy coverage, plan amendments, 401(k) file feed revisions, and communications to new staff. Analytics and Continuous Improvement • Analyze utilization, cost trends, and plan performance to support decisions on plan design and vendor partnerships. • Review renewal projections and carrier reporting to find cost drivers and savings opportunities. • Partner with brokers and vendors to evaluate program effectiveness, and monitor enrollment trends and employee engagement to shape communications and future enhancements. • Identify and implement improvements to benefits processes, system integrations, and employee communications. Compensation: The base salary range for this position is $85,000 to $105,000 per year, depending on experience. The position is also eligible for an annual bonus and for Parallel ENT & Allergy’s full benefits package. Qualifications Required • 5+ years of progressive experience in employee benefits administration, including self-funded or fully insured group health plans and 401(k) plans. • Working knowledge of ERISA, ACA, COBRA, FMLA, and Section 125, including non-discrimination testing, Form 5500, and 1095-C reporting. • Experience managing open enrollment and carrier or vendor file feeds in an HRIS or benefits platform (Paycom preferred). • Strong analytical skills, including comfort reviewing renewal projections, utilization data, and premium calculations. • Excellent written and verbal communication, with the ability to explain complex benefits topics to employees at all levels. • High attention to detail and the ability to meet strict compliance deadlines across multiple states. Preferred • Bachelor's degree in Human Resources, Business, or a related field. • Experience in multi-state employer environments and with state paid family and medical leave programs. • Experience integrating benefits for acquired or newly merged organizations. • Certification such as CEBS, SHRM-CP/SCP, PHR/SPHR, or CBP. • Experience in healthcare, physician practice, or MSO settings. This job description is intended to describe the general nature and level of work and is not an exhaustive list of duties. Responsibilities may change as