Benefits Coordinator

Benefits Coordinator

The Benefits Coordinator supports the day-to-day administration of employee benefit programs, ensuring accurate enrollment, compliance, and a positive employee experience. This role serves as the key point of contact for employees, vendors, and internal teams, providing guidance on benefits, supporting enrollment and changes, and helping ensure smooth coordination across systems and processes. The position requires strong attention to detail, organization, and the ability to manage multiple priorities while maintaining data accuracy and compliance.

ROLE RESPONSIBILITIES:

Benefits Administration and Support

• Manage and execute comprehensive benefit programs across KIPP Texas, including medical, dental, vision, life, disability, and retirement plans
• Administer qualifying life events (QLEs), including processing benefit changes, dependent updates, and required documentation
• Assist staff with enrollment, qualifying life event (QLE) changes, and general benefit inquiries while ensuring accurate eligibility
• Serve as the primary contact for employee benefits-related questions and needs including leave coordination (FMLA, short-term disability, long-term disability) and ensuring required forms (e.g., statement of health forms) are completed and tracked appropriately,
• Provide staff assistance regarding plan adjustments, updates to coverage and resolve escalated benefits concerns requiring coordination across employees, vendors, Payroll, and HR Operations
• Prepare benefits resources, employee communications, and enrollment materials used throughout the year related to onboarding, enrollment deadlines, plan changes, required documentation, and benefits updates
• Lead yearly open enrollment initiatives, including system configuration, enrollment monitoring, and employee guidance
• Audit payroll deductions and benefits records to to ensure accurate processing
• Maintain annual benefits administration calendars, processing timelines, and operational deadlines across all benefits programs

Compliance, Operations, and Vendor Management

• Serve as a primary liaison between KIPP Texas and benefits vendors to support responsive issue resolution and accurate administration
• Partner with vendors, payroll, and internal teams to support benefits administration, including COBRA coordination and resolution of employee or system-related issues
• Collaborate with external vendors and internal HR/Payroll teams to reconcile billing, resolve discrepancies, and address escalations
• Oversee benefit documentation and records to ensure adherence to ACA, COBRA, and retirement reporting requirements
• Conduct regular audits, review and reconcile benefit invoices and payroll deductions to ensure accuracy and alignment across systems

Operational Reporting and Efficiency

• Maintain benefits data integrity within HR systems and support reporting, auditing, and compliance activities
• Generate and maintain participation reports, audit logs, and enrollment summaries for leadership review
• Monitor workflow timelines to ensure the timely completion of all benefits-related administrative tasks
• Identify and execute process improvements to enhance the employee experience and administrative consistency
• Engage in cross-functional partnership with Finance and HR Operations to ensure seamless service delivery across KIPP Texas

QUALIFICATIONS:

• Bachelor's degree in Human Resources, Business Administration, or related field strongly preferred
• 2–3 years of benefits administration or HR operations
• Experience with reconciliations, reporting, and benefits coordination
• Working knowledge of employee benefits programs and processes
• Familiarity with applicable benefits regulations, such as COBRA.
• K-12 or education experience preferred but not required
• Experience with HRIS systems. Skyward preferred

COMPETENCY AND SKILLS:

• Strong knowledge of employee benefits administration and applicable compliance requirements including ACA, COBRA, HIPAA, and retirement administration
• Strong attention to detail and ability to manage multiple priorities, deadlines, and operational processes simultaneously
• Ability to identify discrepancies, operational risks, and data inconsistencies across benefits records and reporting
• Strong communication, customer service, and problem-solving skills
• Ability to maintain confidentiality and appropriately manage sensitive employee information
• Strong organizational, operational coordination, and cross-functional collaboration skills
• Proficiency with HRIS systems, payroll systems, Google Workspace, and Microsoft Office applications

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The person in this position needs to be able to move about inside and outside the school throughout the workday.
• The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.

Additional Requirements:

• Reliable transportation is needed for travel between campuses
• Ability to maintain emotional control under stress.
• Work with frequent interruptions.

Work Environment:

Hybrid work - Reports to the central office or schools three days a week

Travel Requirements:

Minimal travel: May travel to other school sites or regional offices for professional learning, meetings and other work related activities.