Benefits Coordinator

Location
Washington, DC
Posted
Sep 15, 2019
Closes
Oct 05, 2019
Ref
826
Function
Program Manager
Industry
Nonprofit
Hours
Full Time
About the Organization:

The John F. Kennedy Center for the Performing Arts ("The Kennedy Center") is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion.

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts.

The Kennedy Center, which opened on September 8, 1971, is located on 17 acres overlooking the Potomac River in Washington, D.C. The Center continues its efforts to fulfill President Kennedy's vision by producing and presenting an unmatched variety of theater and musicals, dance and ballet, orchestral, chamber, jazz, popular, world, and folk music, and multimedia performances for all ages.

Job Description:

The Kennedy Center Human Resources Department works to strengthen the culture by fostering an environment of equity, inclusion and diversity that motivates, inspires, and engages its employees to do their best work. Operating within the HR Department, the Total Rewards team provides employees with competitive, affordable rewards packages which allows the organization to attract, retain, and motivate employees at all levels.

Reporting to the Director, Total Rewards, the Benefits Coordinator provides support and assists in the administration and processing of employee benefits and the day-to-day operations. This position will ensure data integrity, test system changes, analyze data for process and procedure improvement, and create/maintain various reports. They will respond to employee questions and process an array of employee system actions including terminations, new hires, and promotions. They will assist with the administration of the health and welfare plans, respond to employee questions, coordinate and maintain benefit enrollment and termination.

The ideal candidate for the Benefits Coordinator position will be a customer-service oriented individual who is familiar with benefits administration and standard HR policies. We are seeking someone who enjoys educating employees on the benefits that are available to them, and has the initiative to follow through on all projects and tasks.

Duties and Responsibilities:

60% System Entry/Production Support -
  • Create and maintain benefit files.
  • Coordinate with Payroll, IT, and employees on the changes made to the Lawson system and Empyrean affecting employee benefits
  • Recommend solutions or alternate methods to meet established requirements.
  • Under the supervision of the Director, Total Rewards, develop, implement and maintain a benefits communication and education program and plan to enhance employee understanding and appreciation of benefit programs.
  • Initiate benefits education and orientation sessions; and maintain the accuracy of benefits information on intranet and other existing materials.
  • Coordinate and present during New Hire Orientation to educate employees on benefit options and enrollment procedures.
  • Configures and oversees online benefits enrollment system ensuring accuracy through data testing and vendor management; ensures data integrity of benefit enrollments
  • Administer and maintain the leave of absence process, including tracking full and intermittent leaves, coordination with payroll and time off database, and communication and follow up with third party vendors
  • Coordinate Open Enrollment process, including data audits and reporting, material updates and posting documents
  • Assist with quarterly and annual health and welfare plan audits and reconciliations
  • Prepare and audit monthly invoices, audit semi-monthly and biweekly payrolls for new hire benefit and life status changes
  • Manage and oversee the workers compensation program for Trust employees
  • Assist in the processing of required documents through insurance carriers and payroll systems to ensure accurate record keeping and proper deduction

10% Projects/Process Improvements -
  • Ensure that customer's needs are addressed in project requests are delivered in a timely manner.
  • Recommend process/customer service improvements related to the system through innovative solutions, policy and/or process changes.
  • Participates in and analyzes the results of benefits surveys. Makes recommendations for benefit plan enhancements.
  • Resolve employee benefit questions and/or concerns by researching and following-up with employee on a timely basis. Assist in troubleshooting basic employee benefit issues.
  • Acts as a key liaison to benefit vendors to ensure accurate and seamless administration of benefit plans.

10% Reports & Queries -
  • Write, maintain, and support a variety of reports or data requests, queries utilizing appropriate reporting tools.
  • Design and develop standard reports for ongoing customer needs and maintain data integrity in systems by analyzing data from queries.
  • Prepare reports and applications required by law to be filed with federal and state agencies.
  • Support Director, Total Awards on completing the compliance filings such as ACA, 5500s etc.
  • Ensure company compliance with federal and state laws, including reporting requirements.
  • Generate month end reports for reconciliation between HR and Payroll (newly eligible, terminated, rehired employees and changes), as well as other reports as needed.
  • Track employment eligibility; prepare and distribute benefit packets for Newly Benefit Eligible Employee
  • Maintain employee benefit data in healthcare, ancillary and/or voluntary plans, by accurately inputting and updating all new hire, changes and terminations in HRIS, benefits tracking spreadsheets/reports, and various existing benefit vendor websites.
  • Notifies vendor of newly terminated employees to ensure timely administration of COBRA; Coordinates vendor and employee meetings for annual benefits open enrollment; Maintains vendor contact to investigate claim discrepancies and resolve routine problems; Verifies employees' health benefits participation dates, checks benefits enrollment to ensure completeness.
  • Understanding of benefits laws: HIPAA, COBRA, ACA, IRS, DOL, ERISA regulations
  • Responsible for maintaining Benefits page on the HR Portal.
  • Provides back-up for other human resources department staff for HR portal, HRIS and other administrative responsibilities.

10% Assist with the design of HR systems architecture as a way to ensure efficient and improved process delivery, as well as data accuracy and security through restricted permissions for the system.

10% Benefits Invoice Processing/Transmissions -
  • Reconcile insurance bills for accuracy, process vendor checks and create various vendor files via the appropriate tools to transmit to the vendors as needed. Benefit Enrollment; Make changes to employees benefit records within the HRIS system and other systems in which the benefit information is held.

N/A Responds to the needs and requests of Kennedy Center management and staff in a professional and expedient manner, adheres to all employer policies and procedures, and other duties as assigned.

Key Qualifications:
  • Bachelor's Degree in Human Resources or Business.
  • 2 - 4 years of experience in a related role.
  • You are an experienced user of Microsoft Office (Word, Excel, Access) including spreadsheet creation and manipulation.
  • You are familiar with Human Resources policies, programs, and practices.
  • Benefits administration experience and knowledge of ACA is a plus!


Who You Are:
  • You have superb analytical, project management, problem solving and interpersonal skills.
  • You are able to handle multiple assignments demonstrating excellent organizational skills and flexibility.
  • You have critical thinking skills, communication skills, and the ability to work both independently and as a part of a team.


Physical Demands:

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.

Work Environment:

The noise level in the work environment is low.

Local travel required.

Benefits:

We offer a comprehensive range of benefits to all full-time employees including: Medical, Dental, Vision, Paid Time Off, Paid Sick Leave, and a matching 403(b) Retirement Plan.

Additional benefits include: Commuter Programs, Education Assistance Programs, Social Activities, and other employee discounts and specials.

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