Vanderbilt University Senior Benefits Representative in Nashville, Tennessee

Senior Benefits Representative (Job Number: 1900321)


The Senior Benefits Representative contributes to the success of the Vanderbilt University by providing education and guidance to individuals at all levels of the organization, providing a wide variety of administrative duties as they pertain to employee benefits (group health, dental, vision, short-term and long-term disability, life insurance, flexible spending accounts, 403(b), COBRA, ERISA, ACA, etc.).

Duties andResponsibilities

Process and reconcilebenefit transactions (elections, claims, contributions, distributions, appeals,etc.).

  • Administer all benefit plans according to the plandocuments and regulatory requirements. Ensure plans and procedures arecompliant with ACA, HIPAA, ERISA, USERRA, FMLA, COBRA and IRC regulations.

  • Assist faculty and staff in researching and resolvingbenefits issues with insurance carriers and third party administrators andany escalated issues that might arise.

  • Work closely with Payroll to ensure accuracy of benefitrelated deductions.

  • Provide consultation to individuals as they experiencea life event needing mid-year benefit changes to ensure compliance withVanderbilt's systems and policies and to departments handling thepaperwork to alter individual status.

  • Respond to inquiries from participants regarding thestatus of their requests for benefit transactions. All phones calls are tobe returned with 24 hours of receipt. Internal calls are to be returned onthe same day. Properly document actions taken regarding each participantinteraction within the same business day.

Develop and executeeducational strategies.

  • Assist faculty and staff with understandingVanderbilt's benefit policies. Ensure that faculty and staff have anunderstanding of the benefit plans and how to access websites, materialsand other sources to better understand the benefit programs available.Present benefit information at orientation as scheduled as well as meetindividually with new hires as needed. Answer faculty and staff questionsregarding benefits options and participation.

  • Develop measurable written plans for enhancement ofinteraction with benefit vendors including: feedback, analysis, companyspecific marketing, statistics/information obtained through analysis ofcurrent population and participation, and plan general marketingstrategies.

Support BenefitAdministration Special Event and Project Planning.

  • Participate in special projects, as requested,including the organization and implementation of annual open enrollment,new benefit rollouts, and other projects as they arise including thedevelopment of communication materials.

  • Write and monitor project plan to include activities toschedule rooms, define equipment needs, identify costs, designatestakeholders, assign tasks, schedule sign-offs, solicit staffing assistance,identify logistics and feedback mechanisms.

  • Participate in the set up and facilitation of eventsincluding coordination activities to obtain audio/visual support,furniture or other physical needs.

  • Correspond with participants and vendors to invite, confirmand finalize participation.

  • Define participation costs, notify participatingvendors of the cost and obtain appropriate reimbursement.

  • Assess survey and other feedback information for futureprocess improvements. Define method, obtain tool and collect responses forfeedback analysis on each planned event. Exercise independent judgment indetermining the tool and questions used. Accumulated results should beanalyzed for presentation and reported within 2 business days of theevent.

Provide data for analysisof plan activity and other audit and compliance matters as required.

  • Provide consultation to management regarding compliancematters such as non-discrimination testing, Form 5500 filings, SPD and SARupdates and distribution.

  • Conduct periodic testing and audit processes. Prepareand deliver communications to affected employee population. Work closelywith vendors and payroll to ensure accuracy of benefit-related records andprovide reconciliation.

  • Utilize various HR systems to create benefits relatedreports and maintains accurate data.

Interface with otherareas of Human Resources to train and provide general benefit plan responses.

  • Create and conduct benefit related trainings andcommunication tools, to enhance the understanding of the benefit packages.

  • Work together with other areas of Human Resources whenresolving faculty and staff related questions, and when interpretingpolicies and procedures.

  • Establish a mechanism for regular updates to supportongoing education.

Professionally representVanderbilt at workshops, fairs, departmental meetings, conferences, and otherevents to present Vanderbilt University benefit plan information.

  • Make arrangements and obtain permission for attendanceat conferences.

  • Plan, implement and participate in workshops specificto Vanderbilt's benefit plans.

  • Submit presentation for approval two weeks in advanceof the event.

Maintain and updateconfidential electronic and paper files.

  • Responsible for maintaining the security andconfidentiality of all HR information.

  • Prepare and maintain benefit files, assuring accuracy,compliance and confidentiality.

Support BenefitsAdministration team by providing an accessible, value-added, positiveexperience for peers.

  • Provide credible Benefits information to departments,faculty/staff members and candidates being recruited; support theadministration of surveys and RFP's.

  • Maintain relationships with benefit plan vendors andconsultants.

  • Participate in the Targeted Selection approach tocandidate selection for team members.

  • Work with HR departments to support system wideefforts.

  • May include additional duties as assigned bymanagement.

Recommend new methods ofcommunications.

  • Effectively communicate government required complianceto faculty, staff and management.

  • Create communication tools to enhance the understandingof the various benefit packages.

  • Provide feedback regarding current communicationsmethods, analyze feedback and provide recommendations for improvement.

  • Participate in professional organizations, communitynetworks

Profile of an IdealCandidate

  • Strong customer serviceskills is required.

  • Strong knowledge inemployee benefits (group health, dental, vision, short-term and long-termdisability, life insurance, flexible spending accounts, 403(b), COBRA, ERISA,ACA, etc.) is required.

  • Strong interpersonal andcommunication skills is required.

  • Experience serving asliaison to benefit vendors is required.

  • Strong analytical andcritical thinking skills is required.

  • Understands and workswith plan designs and eligibility is required.

  • Good presentationskills is required.

About Vanderbilt University

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2018 (Forbes).

About Vanderbilt Benefits

Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.

Commitment to Equity,Diversity and Inclusion

Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 38200 - Benefits

Job: Institutional Affairs Professionals

Vanderbilt University is committed to principles of equal opportunity and affirmative action

© Vanderbilt University · Nashville, Tennessee 37240