Benefits Specialist

About this role

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title: Benefits Specialist

Job Category: Academic Staff

Employment Type: Regular

Job Profile: Benefits Specialist I (Inst)

Job Duties: This position provides accurate, timely, and comprehensive supplemental retirement benefit information to institutional HR professionals and employees to assist audiences in understanding UW 403(b) Supplemental Retirement Program benefits eligibility, selection, and enrollment rules. • Receives, responds to, and resolves complex employee supplemental retirement benefits questions, feedback and problems from employees, HR leadership, and campus partners through various mediums, including the ticketing system

• Advises current and prospective employees and HR and benefits staff on 403(b) SRP benefit eligibility, options, and applicable timelines according to established policies and procedures

• Research UW 403(b) SRP eligibility and enrollment rules, plan documents, contract statutes, and administrative codes to provide correct benefit resources and materials to human resources professionals and employees

• Receives, processes, and audits benefit enrollments and changes according to established policies and procedures

• Develops and facilitates employee UW 403(b) SRP and financial wellness benefit trainings and associated resources and materials, including articles and the information on the UW 403(b) Program webpage

• Serves as a unit subject matter expert and liaison to internal and external stakeholders providing complex benefit information

• Identifies opportunities for operational improvements and recommends changes

This position assists the UW 403(b) Program Administrator with program problem resolution and program monitoring; in achieving continuous programmatic administrative improvements/ efficiencies; and with communicating pertinent information to stakeholders regarding the UW 403(b) SRP. Responsibilities include 403(b) Program benefit education, outreach to UW System institutions, meeting with internal and external clients regarding specific event or campaign material development and helping support the UW 403(b) SRP Advisory Committee by researching, drafting, copying, and distributing meeting materials as assigned, and taking meeting minutes.

The individual in this position must use independent judgment, initiative, and excellent human relations and problem-solving skills in the application of established procedures. Strong communication, integrity and attention to detail are crucial for this role. The individual in this position must be available to provide coverage for the office Monday through Friday, during standard business hours, which are typically from 8:00 am to 4:45 pm.

Key Job Responsibilities: • Collaborate with institutions, UW Service Center, 403(b) investment companies and employees in resolving issues, answering UW 403(b) Program questions, calculating contribution limits, confirming, and assisting with enrollments, reporting termination dates to companies, and ensuring compliance with federal laws and plan guidelines. • Coordinate with payroll and benefits staff, UW Shared Services, and recordkeepers to support accurate processing and reconciliation of UW 403(b) Supplemental Retirement Program contributions and payroll deductions. • Assist in researching and resolving payroll deduction, contribution, and participant account issues to support accurate and timely plan administration. • Coordinate and assist in system wide meeting/conference planning and preparation, including in-person and virtual formats. Provide support to the UW 403(b) SRP Advisory Committee by assisting with arranging meetings, preparing, and distributing meeting materials, researching issues, and providing written reports and summaries and preparing meeting minutes. • Work with UW institutions and SRP recordkeepers to ensure links on websites are up-to-date and information about the 403(b) Program is current, comprehensive, and correct. • Work with stakeholder groups on educational initiatives to address the needs and interests of UW employee groups regarding the UW 403(b) SRP. This activity includes defining target groups and appropriate communication techniques, setting timelines, and expected outcomes, creating required materials, and coordinating with other staff and with providers, as appropriate. • Work collaboratively to revise and develop documents for proper administration of the 403(b) SRP including, but not limited to, contact lists, manuals, training materials, business process documentation for proper administration of the UW 403(b) SRP, propose plan modifications, as needed. • Assist with 403(b) enrollment promotion campaigns, under the direction of the 403(b) Plan Administrator and in collaboration with vendors and institutions, to educate participants about the UW 403(b) SRP. • Work collaboratively with the UW 403(b) Program recordkeepers, the Plan Administrator, and others to resolve contractual and administrative issues. • Request information from various sources, including queries, collect and tabulate materials/data gathered, and assist in preparing reports for various audiences as necessary. • Perform duties with professional demeanor, tact, diplomacy and with a customer-service focus. • Assist with other duties, as assigned.

Department: The Office of Trust Funds is in search of a dynamic individual to join our team. This position primarily supports the programmatic functions of the UW 403(b) Supplemental Retirement Program (SRP) within a team environment and works collaboratively with Trust Funds staff, staff at the Universities of Wisconsin, UW Shared Services, UW 403(b) SRP investment company representatives, consultants, outside financial planners, and other stakeholders to achieve UW 403(b) SRP objectives. This position reports to the UW 403(b) SRP

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