Senior Benefits Specialist

Senior Benefits Specialist

The Senior Benefits Specialist is responsible for the effective administration, compliance, and optimization of employee health and welfare benefit programs. This role serves as the subject matter expert, ensuring programs align with regulatory requirements and organizational objectives. Key responsibilities include resolving complex employee benefit issues, supporting the institution with guidance and training, and collaborating on initiatives such as open enrollment. The Senior Benefits Specialist plays a critical role in maintaining data integrity in the human capital system, delivering timely and exceptional customer service, enhancing communications, and driving continuous improvement across benefit processes. This role provides comprehensive support, guidance, and education to faculty and staff regarding benefit options and related matters. The Senior Benefits Specialist serves as an advocate for employees, working to address concerns and resolve benefits-related issues effectively and efficiently.

Responsibilities:

• Serves as a senior subject-matter resource for benefits-related research and information provided to faculty, staff, and retirees, requiring in-depth knowledge of the university's benefit plans, programs and policies;
• Provides guidance, technical expertise, and support in resolving escalated or complex issues related to health and welfare plans, eligibility, and enrollments;
• Serves as a lead contact for leave of absence administration, reviewing, monitoring, and tracking certified and reported leaves, including FMLA, Paid Parental Leave, and state-mandated regulatory plans, ensuring accurate documentation and compliance;
• Provides comprehensive guidance to faculty and staff regarding group health, dental, life, disability, retirement, and other benefit programs offered by the university, interpreting plan provisions and applying policies consistently;
• Responds to faculty and staff inquiries and complaints related to benefits enrollment and processing, resolving complex or sensitive issues and supporting timely, accurate, and courteous service delivery;
• Provides senior-level support for benefits administration activities, including open enrollment, new hire enrollments, mid-year qualifying life event changes, and benefit terminations;
• Collaborates closely with cross-functional partners, including Human Resources, Payroll, HR Data Management, HR Technology Services, and external vendors, to ensure accurate and coordinated benefits administration. Contributes independently and as part of a team to ongoing initiatives and special projects;
• Communicates benefits information effectively through individual consultations and group presentations, supporting employee understanding of their benefits and how to select and maximize available options; and
• Delivers accurate guidance and exceptional customer service in accordance with established policies and procedures. Utilizes university and vendor administrative systems to perform data entry, troubleshoot issues, and resolve complex benefits-related concerns.

Training, Communication & Process Improvement:

• Develops and delivers training sessions for HR, faculty and staff on benefits processes, and employee education materials and benefits information sessions; and
• Identifies, implements and drives continuous process improvement initiatives to drive efficiency, accuracy, and employee satisfaction.

Benefits Data Auditing:

• Reviews and validates benefit eligibility changes resulting from employment/personnel actions, ensuring accurate reflection of benefit impacts and alignment with plan rules and institutional policy. Provides interpretive guidance to employees regarding changes to coverage and options, as needed;
• Performs detailed data audits, research, and analysis to identify, reconcile, and resolve discrepancies and ensure accuracy of employee benefit records. Generates and reviews biweekly and monthly audit reports to monitor benefit activity and ensure consistency across HR and Payroll systems;
• Oversees the maintenance and integrity of employee benefits records, partnering closely with Payroll to validate deductions and employer contributions. Reviews and audits payroll adjustment documentation to ensure accuracy, completeness, and readiness prior to submission for processing; and
• Proactively identifies, investigates, and resolves issues related to benefits data and transactions, ensuring compliance, data integrity, and a seamless employee experience.

Reconciliation:

• Performs regular reconciliation of health insurance and Virginia Retirement System transactions to validate accuracy of employee benefit coverage and payroll deductions;
• Reviews reconciliation reports and conducts research across internal and external systems to identify, analyze, and resolve discrepancies;
• Determines necessary accounting adjustments to resolve the discrepancies, including calculating impacts related to retroactive salary changes; and
• Regularly and proactively reviews audit reports. Works closely with Payroll to process discrepancy adjustments in a timely manner.

Compliance and Reporting Oversight:

• Creates and tracks benefits program performance metrics to support monitoring, reporting, and continuous improvement;
• Maintains a strong understanding of U.S. benefit reporting requirements, applying this knowledge to ensure accurate and compliant benefits administration;
• Monitor legislative and regulatory developments and changes (e.g., IRS, DOL, ERISA, SECURE 2.0, and applicable state laws), assesses potential impacts and ensures compliance; and
• Serves as a resource for benefits-related inquiries received through multiple channels and systems (e.g., email, Cardinal, Banner, and vendor administration portals), providing analysis and guidance as needed. Runs and prepares enrollment reports for activity analysis and review.

Required Qualifications:

• Bachelor's degree in human resources, business or related field; or an equivalent combination of education and related experience;
• Considerable related experience in benefits administration (typically five or more years) with a focus on process improvement and/or training;
• Strong knowledge of health and welfare benefit plans and related regulations;
• Excellent written and verbal communication skills, with the ability to convey complex information clearly and diplomatically to diverse audiences;
• Demonstrated customer service expertise, sound judgment, and decision‑making skills, with a focus on improving service delivery and process efficiency;
• Advanced analytical, problem‑solving, and reporting skills, including Excel proficiency (e.g., pivot tables and calculations);
• Ability to perform work with a high level of accuracy, exercising substantial attention to detail while managing multiple priorities in a fast‑paced environment;
• Proficiency with Microsoft Office, Teams, and related systems; ability to work independently and collaboratively with internal partners and external vendors; and
• Ability to maintain confidentiality, exercise integrity, and operate effectively in a decentralized HR environment.

Preferred Qualifications:

• Certification as an Employee Benefits Specialist (CEBS), group Benefits Associate (GBA), Retirement Plan Associate (RPA), or Professional in Human Resources (PHR);
• Professional experience in benefits administration for a state agency or other large public employer; and
• Familiarity with benefits technology platforms (Cardinal, Banner, etc.).

Instructions to Applicants:

For full consideration, applicants must apply for Senior Benefits Specialist at Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.