Benefits Specialist - Corvallis, United States - Oregon State University

Description

Department Univ Human Rsrcs Central (QFA)
Position Title Consultant-Benefits
Job Title Benefits Specialist
Appointment Type Professional Faculty
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
Oregon State 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 University Human Resources (UHR). 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 Executive Director in collective bargaining: interpreting and explaining policies; assisting in writing proposals, and assisting in collective bargaining meetings.
Why OSU?
Working for Oregon State University is so much more than a job

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 cultural resource centers that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit:

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
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 University 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 University 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
What You Will Need
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 University Standard: et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
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.
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 $42,000 - $56,000