Benefits & Onboarding Administrator

Job Purpose

The Benefits & Onboarding Administrator is responsible for coordinating new hire onboarding activities and administering employee benefit programs while delivering exceptional service to employees, managers, external clients, vendors and carriers. This role supports the end-to-end onboarding experience, including new hire workflows, orientation, billing reconciliation, I-9 administration, audits, and first-payroll readiness. This role serves as a key resource for the Benefit Help Inbox, ensuring accurate and timely resolution of benefit-related inquiries while helping maintain the integrity of benefit programs and processes.

Primary Responsibilities:

New Hire Administration

• Review and processes new hire workflow submissions in the HCM for all firms.
• Support onboarding and benefit orientation for new hires. Monitors and ensures onboarding steps are completed.
• Serve as the primary administrator for I-9 compliance, including record maintenance, audits, reverifications, employment authorization monitoring, and coordination with legal counsel on foreign national work authorization matters.
• Perform data entry, verification, and audits across employee programs, records, and systems to ensure accuracy.
• Assist with maintaining onboarding policies to ensure compliance and consistency.

Benefit Help Inbox:

• Manage the Benefit Help Inbox by providing accurate and timely responses to employees and managers regarding their benefit questions.
• Follow and maintain process documentation as it relates to the administration of Benefit Help Inbox.
• Forward emails to appropriate people when necessary and follow-up to ensure timely responses.
• Act as a liaison between employees and insurance providers to resolve benefit related issues and ensure timely and effective communication.
• Ensure proper coverage of the inbox during periods of absence.

Benefit Administration

• Administer employee benefit programs in accordance with plan provisions and established procedures.
• Process benefit enrollments, terminations, and payroll deductions while ensuring accuracy and timely completion.
• Reconcile assigned benefit billing and coordinate timely submission for payment.
• Maintain employee benefit records and ensure data accuracy across systems and carrier platforms.
• Serve as a liaison between employees, vendors, and insurance carriers to resolve benefit-related issues.
• Advise employees regarding benefit eligibility, enrollment options, and applicable deadlines.
• Support annual open enrollment, compliance activities, audits, required filings, surveys, communications, and wellness initiatives.
• Develop and maintain benefit administration procedures and process documentation.
• Assist with qualifying life events as needed.
• Perform other Employee Services duties as assigned.

Work Location: Hybrid (Madison, WI). Employees are expected to work onsite four days per week, with one approved remote workday per week.

Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary duties.

Education and Experience:

• A Bachelor’s degree in Business, Human Resources or related field required.
• A minimum of 3-5 years of related benefit experience.
• Knowledge and experience creating and delivering effective communications, to include print material and presentations (both material and delivery)
• Experience with fully-insured and self-insured insurance plans
• Knowledge of Health Care Reform

Knowledge, Skills and Abilities Required:

• Excellent communication and interpersonal skills; Ability to effectively communicate with all levels of the organization.
• Knowledge of human resources principles and government reporting requirements including related federal and state regulations, filing and compliance requirements.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and familiarity with payroll and HRIS software .
• Ability to work under limited direction.
• Exceptional attention to detail to ensure accuracy and completeness of documentation.
• Ability to handle sensitive and confidential information with discretion and maintain a high level of professionalism.
• Excellent problem-solving capabilities and organizational skills, with the ability to manage multiple competing priorities and deadlines.

Working Conditions and Physical Effort:

• Work is normally performed in a typical office environment
• No or very limited physical effort is required
• No or very limited exposure to physical risk