Program Coordinator – Compensation, Benefits, and Leaves

Classification: Admin/Prof

Exemption Status/Test: Exempt/Administrative

Job Grade: 6

Department: Human Resources

Reports To: Department Director

Job Goal:

The Program Coordinator - Compensation and Benefits coordinates and administers Region 4's employee compensation, benefits, leave, and related employee programs to ensure compliance, operational efficiency, and exceptional customer service. This position serves as a trusted resource for employees and leadership by providing guidance, managing complex benefits and leave processes, analyzing data and trends, and recommending improvements that enhance employee well-being, support informed decision-making, and advance Region 4's strategic goals.

Qualifications:

Education

Bachelor's Degree

Certification/Licensure

Completion of specialized certification or training in Family Medical Leave administration

Experience

• Five years of experience coordinating, administering, and managing compensation
• Five years of experience coordinating, administering, and managing benefits
• Five years of experience coordinating, administering, and managing leave
• Experience presenting information to large groups and individuals
• Experience working with third-party administrators
• Experience collecting, reviewing, and analyzing data

Special Knowledge and Skills

• High level of interpersonal skills needed to handle sensitive and confidential situations and documentation
• Ability to maintain a high level of confidentiality
• Proficiency in Microsoft Office Suite; experience with HRIS and benefits systems
• Meticulous attention to detail in entering data, completing reports, composing, typing, and proofing materials
• Thorough knowledge of all pertinent federal and state regulations, filing and compliance requirements, both adopted and pending, affecting employee benefits programs, including the ACA, ERISA, COBRA, FMLA, ADA, Section 125, workers'' compensation, Medicare, OBRA, and Social Security and DOL requirements
• Extensive knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA, and other applicable laws
• Ability to manage and organize several complex projects simultaneously while working under pressure to meet deadlines
• Excellent verbal and written communication skills with the ability to clearly and concisely articulate ideas and concepts
• Ability to interpret, analyze, and compare data for continuous improvement
• Self-motivated and committed to following through
• Ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with standards, policies, regulations, and employment law
• Customer service-oriented

Preferred Qualifications

• Master's degree in business with a concentration in human resources or human capital management systems
• Experience working with eFinance System
• Experience in an education or public sector entity
• Experience planning and delivering training to employees and/or adult learners
• SHRM Certified Professional (SHRM-CP) or Professional in Human Resources (PHR) from HRCI certification

Major Responsibilities:

Compensation Administration

• Complete salary calculations for new hires
• Ensure compensation data for internal transfers and promotions are entered correctly in the payroll system.
• Ensure accurate and timely processing of payroll updates for new hires and terminations, along with changes to pay rates.
• Facilitate accurate and timely delivery of employer contributions and employee payroll deductions to carriers, plan administrators, or other appropriate service providers.

Benefits Administration

• Administer all employee benefits programs.
• Coordinate daily benefits processing, including completing enrollments, terminations, changes, beneficiaries, disability, accident and death claims, distributions, and loans.
• Respond to and resolve all employee benefit inquiries quickly, courteously, and equitably, serving as a liaison between employees and service providers.
• Develop, schedule, and facilitate benefits enrollment meetings in coordination with a third-party administrator and service providers.
• Research and analyze benefit plans, programs, policies, and data to make recommendations for improvements to the HR Director and Center leadership.
• Serve as the primary contact for benefits plan vendors and third-party administrators.
• Ensure all benefit enrollment deductions and changes are entered appropriately in the payroll system.
• Ensure the accuracy of all benefits enrollments to provide vendors with accurate eligibility information.
• Document and maintain administrative procedures for assigned benefits and leave processes.
• Monitor pre-tax savings accounts and various annuities to ensure compliance with federal contribution limits and employee deduction choices.
• Proactively solicit employee feedback through the facilitation of annual satisfaction surveys on benefits and wellness programs, offerings, and services.
• Analyze current benefits, evaluating the use, services, coverage, effectiveness, cost, plan experience, and trends in benefits programs.
• Analyze complex benefits information. Forecast trends and assist with future benefits designs and recommendations to leadership.
• Collaborate with the third-party administrator on the design and distribution of materials for benefits orientations, open enrollment, and summary plan descriptions.
• Maintain benefits information on the website, intranet, benefits enrollment system (records), and employee handbook.
• Process and monitor claim information for disability and death claims.
• Facilitate the continued development of digital benefit information.
• Coordinate, plan, and facilitate employee wellness initiatives, committee, and programs for employees.

Employee Leave Administration

• Maintain up-to-date knowledge of all applicable leave and accommodation laws, including the FMLA, ADA, and state and local regulations, and effectively interpret their implications as they relate to leaves of absence and disability accommodations.
• Administer the FMLA and TDL leave process from initial notice through return to work, including eligibility determination, documentation, medical certification, tracking leave usage, and ensuring timely follow-up on required paperwork and communications with employees and supervisors.
• Maintain reasonable communication with employees on leave to facilitate a smooth and timely return to work; facilitate communication between employees and their managers during leave within reason.
• Advise managers and employees on the interaction of leave laws with paid time off, workers compensation, and short-term and long-term disability benefits.
• Coordinate and manage Workers' Compensation claims with the third-party administrator, including assisting injured employees and ensuring timely follow-up, documentation, and communication with employees, supervisors, and internal stakeholders.
• Maintain effective communication with employees on leave to support a smooth and timely return to work, and facilitate coordination of all leave requests, including accommodation requests under the ADA, between employees and management as appropriate.
• Draft and/or recommend revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations.
• Maintain complete, accurate, and confidential records of leave and accommodation requests in accordance with legal requirements and best practices.
• Assist injured employees and follow up with appropriate Workers' Compensation materials and documentation, and feedback to the employee, supervisor, TASB, and the Business Office for payroll purposes.
• Administer allocated leave to leave banks for all new employees.

Database and Records Management

• Submit digitally required state reports for new hires according to established deadlines.
• Administer and ensure receipt and accuracy of employment-related documents.
• Verify new employee membership in the state retirement system.
• Review, maintain, and update employee service records.
• Post all employee demographic changes to the Region 4 finance system and update in benefits enrollment platform.
• Evaluate and revise internal processes to reduce costs and increase efficiency.
• Cross-train in all human resource functional areas.
• Maintain employee intranet content in all areas of responsibility.
• Assist the HR Director as needed with employment processes including but not limited to employment applications, coordinating interviews, completing reference checks, and conducting exit interviews.
• Update job knowledge by proactively seeking out and participating in educational opportunities, reading professional publications; maintaining professional networks; and participating in professional organizations.
• Performs other related duties as assigned.

Supervision/Personnel Management

None

Physical Demands/Environmental Factors/ Mental Demands:

Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of a mouse); occasional light lifting and carrying (less than 20 pounds); may work prolonged and irregular hours; occasional statewide travel; work with frequent interruptions; maintain emotional control under pressure.