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Benefits Specialist
Job Description
Position Details
Position Information
| Department | Univ Human Rsrcs Central (QFA) |
|---|---|
| Position Title | Consultant-Benefits |
| Job Title | Benefits Specialist |
| Appointment Type | Administrative/Professional Faculty |
| Job Location | Corvallis |
| Position Appointment Percent | 100 |
| Appointment Basis | 12 |
| Faculty Status | Regular |
| Tenure Status | N/A |
| Pay Method | Salary |
| Pay Period | 1st through the last day of the month |
| Pay Date | Last working day of the month |
| Recommended Full-Time Salary Range | $38,688-$65,748 |
| Position Summary | University Human Resources is seeking a Benefits Specialist. This is a full-time (1.0 FTE), 12-month, professional faculty position. This position is part of the Office of Human Resources, which directs a human resources management program, a benefits program, and a training and professional development program for all OSU employees. The Office’s mission is to provide innovative leadership, direction and services to achieve effective management of a quality workforce supporting teaching, research, and public service at Oregon State University. Benefits Specialists may work with all classifications of employees including Graduate Assistants, Fellows, and Scholars on benefits-related matters, as well as assisting with Professional Faculty and Classified staff. This position is responsible for promoting a responsive, service-oriented operation in all functional areas. The Benefits Specialist performs a variety of records processing, administrative, and analytical tasks in support of the Benefits section of the Office of Human Resources (OHR). This position provides subject matter expertise, and will work with employees on benefits-related matters with the Graduate Health Program, with also providing assistance with PEBB Health. Benefits Specialists may also provide confidential assistance to the CHRO and Director-Benefits and HR Service Center in collective bargaining: interpreting and explaining policies; assisting in writing proposals, and assisting in collective bargaining meetings. |
| Position Duties | 35% TECHNICAL SUPPORT AND HUMAN RESOURCES DATA MANAGEMENT * Analyze operational situations presented by HR partners in service centers, managers, supervisors and department contacts * Interpret policies/procedures and bargaining agreements to provide advice on such matters as eligibility for benefits; status changes and reinstatements. * Identify areas of non-compliance and following up with departments to collaborate regarding strategies to correct identified issues. * Collaborate with department managers regarding re-employment, leaves, summer insurance coverage (benefit tripling process), and deductions. * Explain and clarify benefits program, options, rules, processes and procedures for HR partners in service centers, managers, supervisors, and department heads. * Research and resolve processing issues and report results to Benefits Manager. * Refer concerns beyond the normal scope of assigned authority to the Benefits Manager * Participate in the design, testing, and implementation of HRIS system changes affecting benefits, including design of proposed reports and audits, Banner form changes, version testing, and changes to training/information materials. * Work with HR Officer to manage/track benefits eligibility for employees on FMLA and OFLA leaves. * Analyze, audit and reconcile all items on various discrepancy and deduction reports; identify the cause of the discrepancy and make corrections * Establish departmental tracking or audit systems when appropriate. This includes but is not limited to the Banner CBNC report, data warehouse audits, monitoring of job forms for benefit related changes, the triple deduct process, and the domestic partner imputed value process/reports. * Utilize reports using systems such as the PEBB System, InTouch System, Banner, AWA, Data Warehouse and CORE to determine eligibility for health insurance benefits * Arrange payment of health premiums and continuation of insurance when employee is on approved medical leave * Maintain accuracy of high volume data entry into multiple databases * Process enrollment forms received in office and via email, as well as forms received via DocuSign * Process mid-year changes to enrollment due to qualifying life events * Develop a schedule of premium rates and employer contributions, enter payroll codes in Banner and complete calculations for health premium pro-rates and adjustments * Create monthly charge files for Graduate Fellow health premiums to be charged on student Banner accounts by Business Affairs * Verify summer session insurance eligibility via graduation file in CORE and process terminations and refunds for those who are ineligible * Audit monthly PacificSource Health Plan census detail reports against AWA data to ensure enrollment accuracy, identify discrepancies and make corrections as necessary * Regular use of Banner (SIS, FIS, HRIS), Data Warehouse, AWA, Nolij, and BennyHire, as well as Microsoft Office applications (Word, Excel, Outlook) * Process, store and maintain confidential records to comply with Family Educational Rights and Privacy Act (FERPA) 30% Benefits Assistance and Benefits Oversight * Communicate benefit plan information, enrollment requirements and premium rates to employees, Graduate Assistants, Graduate Fellows, Postdoctoral Scholars and Clinical Fellows. * Manage administration of health insurance benefits for multiple classifications of employees including yearly open enrollment process. * Process Cobra dispositions. * Audit, update and modify employee deduction information in Banner. * Reconcile insurance vendor payment variance reports. * Collaborate with the Employee & Labor Relations team to ensure compliance with collective bargaining agreements when making benefits decisions that impact SEIU Employees, the Coalition of Graduate Employees (CGE) and the university. * Review health insurance waiver applications for Graduate Health plan to determine whether or not criteria is met. Contact employee regarding approval/denial of waivers. Participate in meetings with plan members, Employee & Labor Relations, Director of Benefits and HR Service Center and a CGE union representative in response to complaints regarding waiver denials. * Facilitate communication in person, via written and non-written methods with Human Resources team members, university department liaisons, service centers, directors and deans, insurance company representatives and account managers. * Manage tasks with competing deadlines while presented with multiple interruptions or challenges. * Refers concerns beyond the normal scope of assigned authority to Benefits Manager. 20% BENEFITS RELATED DOCUMENTS: Analyze, administer, monitor and audit benefit transactions to ensure compliance with policies, rules, regulations, and collective bargaining agreements. This may include any of the following: * Process new employee and open enrollment forms * Analyze forms and reports * Verify benefits eligibility * Evaluate if actions requested by an employee is in compliance with plan documents * Verify accuracy and completeness of submitted documents * Update employee benefits record in compliance with HRIS standards and practices * Route forms and copies to appropriate parties * Send out required notices, policies and confirmation statements * Coordinate related actions with other benefits staff including Retirement and Protected Leave Officers * Adjust employee benefits enrollments * Scan and/or filing documents * Archive and purge documents as needed * Process life insurance and long term care conversion applications * Develop and maintaining accurate publications and web page content for the pages on the Office of Human Resources website * Produce and maintain up to date plan enrollment, waiver and summer session documents * Create and maintain email messaging templates to be communicated to plan members during initial enrollment, open enrollment regarding deadlines and if applicable summer session guidelines * Regularly review and request updates to insurance benefit language used in model offer letters for benefit eligible employees * Maintain supplies of benefits-related forms/booklets * Order of forms and booklets as needed 10% COLLECTIVE BARGAINING: * Provide assistance to the CHRO, Director-Benefits and HR Service Center, and Employee & Labor Relations Manager in formulating, determining, and effectuating managerial policies in the area of collective bargaining * As requested prepare data and information to be used in bargaining by the university and assist with development of bargaining proposal language regarding benefits * Maintain compliance with collective bargaining agreements for SEIU and CGE contracts * Respond to request for evaluation of bargaining proposal impact on processes and administration of benefits, as directed by CHRO, Director-Benefits and HR Service Center and Employee & Labor Relations Manager 5% ADMINISTRATIVE SUPPORT: * Participate in the development of new employee orientation materials and website materials. * Provide benefits packets, retirement packets and other benefits materials as requested by employees, service centers and departments * Maintain supply for all benefits-related forms/booklets; ordering of forms and booklets as needed, schedule benefits and retirement workshops * Other projects as assigned, such as conducting benefits orientations to explain/interpret benefit programs, rules, regulations. * Develop plans for and serve as a representative at Benefits fairs, Graduate Student Orientation Resource Fair and other outreach events to provide information regarding plan benefits * May provide first point of contact for customers entering the Office of Human Resources directing questions for matters including but not limited to: Employee Benefits, Retirement, FMLA/OFLA protected leave, Employment verification, Criminal history checks, Employee & Labor Relations, job postings, recruitment and Staff Fee Privileges. *Provide training to team members |
| Minimum/Required Qualifications | A Bachelor’s degree in a field related to the work; OR HR Professional Certificate from an accredited college/university or professional association and 2 years recent relevant experience directly related to the position. OR Four years of recent relevant experience directly related to the position Strong customer service, interpersonal and listening skills to effectively communicate with clients. A demonstrable commitment to promoting and enhancing diversity. User-level experience with following software: Windows-based software experience Microsoft Office applications: Word, Excel. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576- 055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. |
| Preferred (Special) Qualifications | Experience in human resources management, background with group or individual insurance plans and policies; working knowledge of Banner HRIS software and the data warehouse. Preference will be given to individuals whose experience is in the benefits administration field. User-level experience with following software: Administrative data base: Sungard Higher Education Banner (HRIS module) Data Warehouse: Hummingbird BI. |
| Working Conditions / Work Schedule | Sits for long periods of time, often working at a computer monitor. Must be able to work productively with frequent interruptions and in close proximity with co- workers. Must be able to work irregular hours (weekends, nights, etc.) to meet deadlines. Maintain appropriate attendance and office hours. Good time management and organizational skills. All Benefits team members are expected to cover duties (PEBB and non-PEBB plans) for each other as needed. Maintain sufficient knowledge of each other’s duties and procedures so fill-in coverage can be handled with minimal disruption. |
| This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. | No |
Posting Detail Information
| Posting Number | P05719UF |
|---|---|
| Number of Vacancies | 1 |
| Anticipated Appointment Begin Date | 10/25/2022 |
| Anticipated Appointment End Date | |
| Posting Date | 09/20/2022 |
| Full Consideration Date | |
| Closing Date | 10/04/2022 |
| Indicate how you intend to recruit for this search | Competitive / External - open to ALL qualified applicants |
| Special Instructions to Applicants | This posting has been re-opened in order to expand the original applicant pool. When applying you will be required to attach the following electronic documents: 1) A resume/CV; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position. You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process. For additional information please contact: Rachel Forslund at rachel.forslund@oregonstate.edu OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program. OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement. |
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