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Reporting to the U.S. Benefit Manager, the U.S. Benefit & Wellness Coordinator is responsible for supporting the U.S. Benefit department by coordinating the administrative activities associated with health & welfare and retirement plans and wellness goals.
Administration: Coordinate administrative activities of associate benefit programs by ensuring all enrollment and monthly billing responsibilities are completed in an accurate and timely fashion. Assist U.S. associates and managers with benefits questions and problem resolution. Process enrollment changes and approve mid-year life event requests for benefit plans. Ensure appropriate documentation is provided to support elections within required time frames. Process checklist requirements for new hires & terminations as related to company provided benefits. Interface with benefit partners and internal departments to provide information, to research questions, and to ensure compliance in all areas. Oversee and respond to semi-monthly eligibility file feed discrepancy reports from benefit carriers. Monitor the file feed delivery schedule. Develop and implement new processes to improve accuracy and efficiency.
Compliance: Responsible for timely processing of COBRA Qualifying Events, court ordered benefit enrollments; Medicare Secondary Payer (CMS) cases and Data Match requests. Responsible for the fulfillment and distribution of routine compliance communication mailings (ie SPD's, annual SARs, Medicare Part D notification, various other mailings based on yearly projects). Process and monitor leave of absence requests including pay, benefits and compliance with federal Family Medical Leave Act and state laws. Validate Short Term Disability payments and work with payroll for accurate disability payments. Ensure all leave data is tracked in Kronos database.
Open Enrollment - Support the planning and development of communication materials (Total Reward Guide, presentations, email communications, posters, etc.) related to the annual open enrollment period. Audit enrollment and on-going maintenance of changes in employee benefit plans ensuring accuracy.
Wellness: Assist in the planning, administration and communication of the corporate wellness program; including the annual biometric wellness screenings at several US locations. Lead the U.S. Wellness committee. Coordinate quarterly Lunch N Learn informational meetings, health fairs, annual on-site flu clinic, company-wide team walking competition events, and annual HeartWalk events within our local communities. Administer company's fitness center subsidy program, including approval/denial of applications, review of documentation, and reimbursement to U.S. associates.
Organization: Manage benefit reference files; including central filing cabinets and electronic files on network shared drive. Organize data and sub-folders for ease of access. Maintain documents posted on company Intranet site. Provide administrative assistance as needed for the Compensation & Benefits team as needed, including meeting preparations and agendas, ordering of supplies and lunches, etc.
Bachelor's degree in Human Resources or related field or equivalent experience.
At least two years of general Human Resources experience, plus one in benefits.
Must have a basic understanding of associate benefits, human resources policies and procedures.
Must be computer literate and have experience with Human Resources Information Systems (HRIS), Excel, Word, and Outlook. Ultimate Software HRIS and report writing experience is preferred.
Excellent oral and written communication with good attention to detail; must have the ability to work with associates at all levels of the organization.
Must use tact, diplomacy, discretion, and self-expression when dealing with associates and provider representatives.
Must be able to prioritize workload and handle numerous interruptions.
Ability to solve problems and be alert to inconsistencies in benefit information.
Ability to actively solve problems with exceptional customer focus.