Benefits Specialist

Posting Details

Position Information
Applicants must be legally authorized to work in the United States at the time of hire and must maintain authorization throughout employment. This position is not eligible for sponsorship.

This position is contingent upon the availability of sufficient funding.

Position Title
Benefits Specialist

Position Summary

The Benefits Specialist is responsible for the day-to-day administration and operational support of Spelman College's employee benefits programs. This role serves as a primary point of contact for benefits, leave, and workers' compensation inquiries, ensures accurate data entry and reporting within HR systems, and supports compliance with ERISA, FMLA, ACA, HIPAA, and applicable federal and state regulations. The position requires a high level of attention to detail, discretion, customer service, and the ability to manage multiple time-sensitive processes.

Essential Duties and Responsibilities

Core Benefits & Leave Administration

• Administer employee leave programs (FMLA, STD, and other leaves), including intake, documentation, tracking, follow-up, and weekly leave status reporting in compliance with applicable laws.
• Serve as the primary point of contact for employee benefits and leave inquiries via phone, email, and one-on-one consultations; research, resolve, and escalate issues as appropriate.
• Provide individual sessions related to benefits, leave, eligibility, enrollment, and coverage changes.

Workers' Compensation & Medical Programs

• Administer the Workers' Compensation program, including injury intake, documentation summaries, reporting, and coordination with vendors (e.g., Caduceus, Concentra), while maintaining required postings and records.
• Coordinate and support related programs such as random drug screenings and fitness-for-duty processes, as applicable.

New Hire & Employee Lifecycle Support

• Support benefits onboarding and new hire orientation, including system access, documentation follow-up, one-on-one sessions, and benefits enrollment education.
• Collect, validate, and maintain employee and dependent documentation required for enrollment, qualifying life events, age-outs, and terminations.

Systems, Data Management & Reporting

• Enter, audit, and correct benefits-related data in Banner and benefits systems (e.g., deductions, PAFs, reimbursements, arrears, eligibility changes).
• Monitor Plan Source dashboards, carrier feeds, and issue logs, research discrepancies and drive issues to resolution.
• Maintain and process benefits reports, including ACA-related reporting and part-time hours uploads.

Vendor, Billing & Compliance Support

• Monitor vendor-required documentation (e.g., Evidence of Insurability, approvals, denials) and ensure timely follow-up.
• Process and reconcile monthly premium billing and invoices for all benefits vendors; coordinate with Payroll and notify vendors of eligibility changes and terminations for COBRA administration.
• Ensure compliance with ERISA, HIPAA, FMLA, ACA, COBRA, and applicable federal and state regulations.

Administrative, Documentation & Operational Support

• Maintain confidential medical and benefits records (FMLA, Workers' Compensation, ADA) in accordance with recordkeeping requirements.
• Process benefits-related mail and deposits and maintain tracking logs.
• Maintain and update benefits materials, forms, orientation content, and HR portal resources.

Reporting, Collaboration & Backup Support

• Prepare and participate in monthly benefits check-ins and reporting reviews with Benefits leadership.
• Provide administrative and project support to the Manager of Benefits Services and Benefits leadership.
• Serve as backup for HRIS functions as needed, including Banner data maintenance, reporting, and employment verification.
• Participate in audits, special projects, and continuous improvement initiatives related to benefits and HR operations.

Required Qualifications

• Bachelor's degree or a minimum of five (5) years of progressive experience in benefits administration or an equivalent combination of education, training, and experience.
• Demonstrated knowledge of ERISA, FMLA, ACA, HIPAA, COBRA, and workers' compensation regulations.

Skills & Competencies

• Strong customer service orientation with the ability to handle sensitive and confidential matters with diplomacy and discretion.
• Excellent written and verbal communication skills.
• Strong analytical, organizational, and time-management skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy, with the ability to see both operational details and broader process impacts.
• Advanced proficiency in Microsoft Excel (including pivot tables, VLOOKUPs, and formulas) and working knowledge of Word, PowerPoint, Access, and reporting tools.

Preferred Qualifications

Experience with Banner/Ellucian systems, benefits administration platforms (e.g., Plan Source), and vendor interfaces preferred.

Certifications, Licenses, Restrictions

N/A

Physical Demands

While performing the duties of this job, the employee is…