Benefits Administrator

Title: Benefits Generalist Division: Finance and Administration Department: Human Resources FLSA Status: Non-Exempt Salary Range: $28.72 Position Summary The Benefits Generalist supports Human Resources leadership in administering the University's employee benefit programs and managing all employee leave and accommodation processes. This position is responsible for administering federal, state, and University leave programs, including the Family and Medical Leave Act (FMLA), personal leaves, and other statutory leaves, along with employee disability accommodations under the Americans with Disabilities Act (ADA). The Benefits Generalist also administers workers' compensation, disability plans, COBRA, unemployment insurance, and related benefit programs while ensuring compliance with applicable laws and fostering a supportive, service oriented environment for employees and supervisors. This position is part of a two person job share structure. Each Benefits Generalist will be assigned specific divisions as their primary caseload; however, both incumbents are responsible for handling all incoming questions, cases, and functions that arise during their scheduled work hours. This includes, but is not limited to, workers' compensation, leave of absence requests, ADA accommodation intake, disability claims, COBRA and premium administration, unemployment inquiries, and general employee support. Job share partners must maintain shared documentation, consistent workflows, and regular communication to ensure seamless service and uninterrupted coverage across all benefit and leave programs. Duties and Responsibilities Leave of Absence Administration (FMLA, State Leaves, Personal Leaves) Administer all University leave programs, including FMLA, personal leaves of absence (PLOA), and applicable state and federal statutory leave programs. Distribute, collect, and review leave documentation; process required forms; maintain accurate and confidential leave records; issue mandated notifications within required timelines. Evaluate employee eligibility and prepare leave determinations for approval or denial. Communicate approved leave dates, return to work requirements, and any work restrictions to employees and supervisors. Meet regularly with Payroll to ensure accurate leave coding and correct pay processing. Maintain up to date knowledge of all federal, state, and local leave laws, as well as University policies, and ensure consistent and compliant application. ADA Employee Accommodation Administration Manage the interactive process for employee disability accommodation requests. Review medical documentation and maintain confidential ADA files in accordance with legal and University requirements. Determine reasonable accommodations in consultation with employees, supervisors, and relevant departments. Provide guidance and training to supervisors on ADA obligations and the implementation of approved accommodations. Coordinate with Office of Institutional Equity on systemic issues, policy interpretation, and grievance matters. Monitor the effectiveness of accommodations and ensure timely follow up with employees and supervisors. Workers' Compensation Administration Review and process workers' compensation claims and maintain all related records, bills, and documentation. Communicate with employees, supervisors, medical providers, and the University's workers' compensation carrier throughout the claims process. Track treatment progress, return to work readiness, and any work restrictions. Maintain the OSHA log and prepare the annual OSHA summary for timely posting. Report work related injuries to OSHA within required regulatory timelines when applicable. Collaborate with the Environmental Health and Safety Manager and Facilities staff to ensure safety concerns are reviewed and addressed to support a safe campus environment. Disability Plan Administration (Short Term and Long Term Disability) Administer short term and long term disability programs, including form processing, recordkeeping, and communication with employees and insurance carriers. Run and review active disability reports on a monthly basis. Coordinate disability claims with applicable leave programs and ADA accommodation processes as appropriate. COBRA and Insurance Premium Administration Administer COBRA continuation coverage in accordance with federal requirements and University procedures. Identify and maintain records for employees in self pay status for insurance contributions. Run reports for employees in no pay status after each payroll cycle; issue invoices for premiums owed to Accounting and/or establish additional payroll deductions as needed. Issue late payment notices and process coverage cancellations in accordance with policy and regulatory requirements. Unemployment Insurance Administration Process unemployment claims, respond to information requests, attend hearings as required, and maintain detailed and accurate claim records. Review monthly unemployment billing for accuracy in a timely manner and prepare the corresponding invoice for payment. HRIS, Benefits Administration Platform, and Data Integrity Maintain a comprehensive understanding of Banner HR and the Benefits Administration Platform (BenefitFocus). Identify and correct HRIS and BenefitFocus data errors originating from internal or external sources. Assist in developing and maintaining benefit related training manuals, policies, and procedures. Develop and maintain automated benefit recordkeeping functions within HRIS to support accurate and efficient processing. Communicate system updates, changes, and improvements to the Human Resources team to ensure consistent understanding and application. Retirement Processing Manage the retirement process for support (hourly) employees, including meeting with employees to review retirement benefits available under University policy. Administer the retirement termination process for support (hourly) employees. Prepare retirement materials, including Benefit Summaries and related documentation. Coordinate with Employment, Benefits, Payroll staff, and external vendors to ensure all retirement actions are processed accurately and in a timely manner. Benefits Administration Support Assist with annual benefit and insurance renewals through data collection, analysis, and reporting. Support mass HRIS data updates for new faculty onboarding, open enrollment, and other benefit related events. Serve as backup to the Benefits Manager and Benefits Coordinator, including payroll data processing, benefit deduction forms, new employee orientations, and maintenance of the benefits administration platform. Employee Support and HR Operations Manage the HR Leaves email account and ensure timely responses to inquiries. Provide daily assistance to employees via phone, email, virtual appointments, and walk ins. Assist with maintaining and updating content on the Human Resources website. Serve on the Wellness Fair Committee to plan, organize, and support the annual Wellness Fair. Perform other duties as assigned. Required Knowledge and Skills Bachelor's degree with at least one year of human resources or related experience, or some college coursework with at least two years of human resources or related experience. Demonstrated ability to apply legal, technical, and regulatory knowledge. Proficiency in Microsoft Office (Word, Excel, Access, Outlook, PowerPoint) and strong internet research skills. Excellent oral and written communication skills. Strong interpersonal skills, diplomacy, and the ability to work effectively with diverse individuals and functions. Strong organizational and time management skills with the ability to adjust priorities and meet deadlines. Demonstrated sound judgment, analytical ability, and problem solving skills. Demonstrated ability to collaborate effectively in a job share environment, including maintaining shared documentation, consistent workflows, and proactive communication. High accuracy, attention to detail, and numerical aptitude. Ability to work independently with minimal supervision and maintain strict confidentiality. Preferred Knowledge and Skills Knowledge of employee benefits, insurance regulations, and/or leave/ADA compliance requirements. Functional Requirements Remaining in a stationary position at a desk or workstation for extended periods of time for many assigned duties. Proficient use of computers and computer systems (software and hardware) to set up functions, enter data, obtain information, process information, and create documents and reports. Use of computer generated reports to extract and process information.Presentation of a consistently professional demeanor at all times, even in difficult, negative, frustrating, or emotional situations such as handling complaints about benefits enrollment, claims, and leave of absence matters. Ability to apply effective diplomatic and interpersonal communication skills and to demonstrate empathy with employees in difficult situations, such as personal or family medical crises, while also consistently applying and explaining University policy requirements. Ability to maintain customer service demeanor and detail accuracy (such as sick pay totals, premium amounts owed, leave time available) even when providing information under very tight deadlines. Strict adherence to confidentiality requirements, including the ability to handle sensitive medical, personal, and employment information in compliance with HIPAA, ADA, FMLA, and all applicable privacy laws and University policies. Regular Work Hours/Travel Requirements This position is now divided into two part time schedules. This position will work approximately 20 hours a week, staggered or overlapping to ensure coverage of departmental operating hours. Occasional extended hours to meet operational needs. Occasional travel may be required. EEO Statement USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities. #J-18808-Ljbffr