Benefits Specialist

Academic Wage-Salaried: Benefits Specialist

Oregon State University

Department: Univ Human Rsrcs Central (QFA)

Appointment Type: Academic Wage

Job Location: Corvallis

Recommended Full-Time Salary Range: $40,000-$52,000

Job Summary:

University Human Resources (UHR) is seeking a salaried Academic Wage: Benefits Specialist. This is a part-time (0.50 FTE), 12-month, fixed-term position.

This position will be used to backfill for those in UHR supporting the Administrative Modernization Project (AMP) and is anticipated to last for one to two years; however, staffing needs may dictate flexibility in the appointment's duration.

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.

The Benefits Specialist may work with all classifications of employees including Classified, Professional Faculty, Academic Faculty, Graduate Assistants, Fellows, and Scholars on benefits-related matters. 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 Human Resources (OHR).

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.

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.

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: https://oregonstate.edu/about

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 https://hr.oregonstate.edu/benefits/prospective-employee 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 https://hr.oregonstate.edu/benefits/new-employees/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, ensuring that analysis is inclusive and values input from all stakeholders.

• 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, approaching these issues with sensitivity, empathy, and in consideration of individual circumstances.

• 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 using clear, inclusive language 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. Communicate with all employees clearly and respectfully, being mindful of diverse literacy levels and language barriers.

• Manage administration of health insurance benefits for multiple classifications of employees including yearly open enrollment process.

• 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.

• 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. Be approachable and responsive to inquiries.

• 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 employee 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, Executive Director and Employee & Labor Relations Director 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 UAOSU, SEIU and CGE contracts

• Respond to request for evaluation of bargaining proposal impact on processes and administration of benefits, as directed by CHRO, Executive Director and HR Service Center and Employee & Labor Relations Director

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 active listening skills to effectively communicate across cultural boundaries and with diverse groups of clients with unique needs.

• Demonstrated ability to recognize the unique needs of diverse groups of customers and provide high-quality, timely, customer-oriented services in a high-volume work environment.

• Demonstrated ability to foster an inclusive environment for all employees in the university community by recognizing unique and diverse needs, promoting equitable access to resources, and supporting employees from different backgrounds in accessing benefits and services.

• Good time management and organizational skills.

• 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: 05-010 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.

• Experience 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.

Special Instructions to Applicants

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact: Bonny Ray; Bonny.ray@oregonstate.edu

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/5329531

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