Benefits Manager – University of Kansas Medical Center

Job Summary

Under administrative direction, the Benefits Manager is responsible for supervising the day-to-day operations of group benefit plans, programs and events for eligible faculty, staff and residents. This position provides analytical support in the delivery of all benefit offerings. The Benefits Manager oversees all administrative aspects of employee leave programs such as: FMLA, long-term disability, shared leave, military leave, leaves without pay and workers’ compensation, to include tracking hours used/taken and working closely with Payroll to ensure the accuracy of corresponding payments.

Administers complex benefits programs regarding plan options, policy features, enrollment, and other requirements. Supervises the implementation, maintenance and communication of benefits programs, including medical, dental and vision coverage; Flexible Spending Accounts (FSA), Health Savings Accounts (HSA) and Health Reimbursement Accounts (HRA); mandatory and voluntary (403(b) retirement savings plans, both defined benefit and defined contribution, 457 deferred compensation plan; basic and optional group life insurance; phased retirement. Ensures compliance with federal and state laws and policies of state agencies (KBOR, SEHP, KPERS and KP&F). Provides individual counseling for retirement, long-term disability and in choosing between KPERS and KBOR retirement plans. Takes the lead in ensuring data integrity and validation during testing and implementation of new or updated software programs, generating reports to help Benefits staff audit eligibility and enrollment data, end of year plan updates and contribution/deduction changes, working in conjunction with Workday staff and other entities (e.g., SEHP, KBOR, KPERS and KP&F etc.) As the KPERS designated agent, is the key interface with KPERS to address issues or questions and to review and correct a multitude of annual KPERS reporting issues. Is the key interface with the State Employee Health Plan for insurance related questions or issues, as well as issues with the MAP portal. As an integral member of the HR team, the Benefits Manager is responsible for efficient and effective daily operations while fostering an environment of excellent customer service.

Job Description

Oversee the daily operations/activities of the Benefits Office, including the direct supervision of the benefits team. Assist with problem resolution, plan interpretation, university policy and procedural guidance. Comply with applicable state and federal regulations.

Develop and organize processes and/or programs relating to the comprehensive benefits programs for all benefits-eligible faculty and staff.

Serve as the University’s benefit expert on the State benefits programs and develops information disseminated to employees. Advises faculty/staff on benefit related matters.

Provide guidance on retirement options and discusses benefit-related issues in relationship to retirement. Oversee the management and communication of the KBOR and KPERS retirement plans.

Assist in resolving grievances or conflicts regarding issues between employees and SEHP, KPERS, AFLAC and other vendors.

Audit and coordinate various reports provided by KUMC; from agencies that provide benefit plans such as KPERS and SEHP; the KBOR retirement companies, and other providers to ensure benefits data, premiums and information provided to the vendors and to employees is correct and that benefits staff are performing functions timely and accurately.

Manage, interpret and administer leave programs and policies in accordance with the applicable federal and state employment laws (FMLA, COBRA, ADA, USERRA, etc.). Manage administrative aspects of FMLA to include tracking hours used/taken and working closely with Payroll to ensure accuracy in employee payments. Work closely with employees to ensure that all medical documentation is relevant, complete, and submitted timely for proper review. Maintain appropriate contact with all employees on leave and coordinates all aspects of return to work from leave.

Ensure that the workers’ compensation program is managed in accordance with applicable OSHA and Kansas workers’ compensation laws.

Collaborate with Kansas State Self Insurance Fund and KUMC Occupational Health to ensure workers’ compensation claims are submitted timely, approved, and managed in accordance with Kansas Worker’s compensation laws.

Coordinate and organize all medical information and ensures that HIPAA and employee privacy guidelines are closely monitored and effectively executed.

Work with HR, payroll and systems analyst staff to ensure that KUMC’s HR/Pay system accurately reflects benefit information, options, and rates to ensure proper payroll deductions are taken and correct interface information is provided for the State Employee Health Plan and other benefit programs. Completes manual adjustments for all salary increases and decreases. Work with payroll to ensure any arrearages or credits are calculated and corrected on off-cycle paychecks.

Establish internal operating procedures for processing benefits data and ensures that staff accurately maintains benefit deductions, records are correct and benefit information is processed timely. Review faculty salaries for any increases needed to support benefits. Process adjustments for SEHP and retirement plans.

Design, develop and implement various seminars for campus in different media outlets to provide a comprehensive, timely outreach effort. Seminars may include but are not limited to: new employee orientation, campus open enrollment meetings and annual benefit events.

Plan, organize and coordinate various campus wide programs including: Health Screening and Personal Health Assessment, Wellness initiatives, etc.

Ensure that information presented on the website and other materials is up to date and accurate.

Perform other duties as assigned such as:

Assist in the development, implementation, and/or testing of various HR-related systems, specifically, Workday.

** Required Qualifications **

Bachelor’s degree in human resources, business or related field of study. Experience performing work described herein may substitute for the degree requirement on a year for year basis.

Five years or more experience in benefits administration.

Minimum of 2 years supervisory experience.

Customer-service minded.

Effective communication and organizational skills, with a strong attention to details.

Experience in effectively counseling employees on a variety of benefit options/offerings.

Team-oriented, collaborative, possessing a positive and constructive ability to interact with others from a varied client base including staff, students, faculty, administrators, and vendors.

Knowledgeable of federal and state laws/regulations impacting benefits administration.

Ability to work in a multi-task environment, under pressure and to meet deadlines.

Comfortable navigating difficult and/or challenging situations with composure and tact.

Demonstrated ability to solve complex issues.

Experience working with Human Resource/Payroll automated systems.

** Preferred Qualifications **

Advanced degree.

Two years supervisory experience

Knowledgeable of State of Kansas benefit programs such as KPERS and the State Employee Health Plan.

Professional Benefits/HR related certification (SHRM-CP or SCP, PHR, CBP) is desirable.

How to Apply:

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