Art and Wellness Enterprises · 6 days ago
Senior Benefits and Onboarding Specialist
Bentonville, AR
Full-time
Onsite
Senior Level, Lead/Staff
8+ years expArt and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton. The Senior Benefits and Onboarding Specialist is responsible for administering and executing employee benefits and onboarding programs, acting as the primary subject-matter expert for benefits-related requests, and ensuring compliance with applicable regulations.
Executive Office
Responsibilities
Administer the day-to-day operations of employee health and welfare benefit programs, including group medical, dental, vision, flexible spending accounts, accident and disability coverage, life insurance, employee assistance programs (EAP), wellness benefits, and the 401(k) plan
Serve as a primary point of contact for team members seeking information regarding benefits programs, eligibility, qualifying life events (QLEs), enrollments, claims, and plan changes, providing timely, accurate, and professional support
Identify, investigate, and resolve benefits-related errors, eligibility discrepancies, file feed issues, and system or vendor data concerns
Ensure accuracy and integrity of benefit enrollments and eligibility data through ongoing audits, data quality checks, and reconciliation within the HRIS; provide accurate eligibility and billing data to carriers and vendors
Perform monthly carrier billing reconciliation, funding, and coordination of annual audits to ensure financial and data accuracy
Partner with Payroll and Finance to support accurate processing of employer contributions, payroll deductions, benefits funding, and related reconciliations
Facilitate ecosystem-wide onboarding and orientation processes related to benefits enrollment, including paperless elections and system workflows
Administer and coordinate leave and benefits-related processes, including FMLA, ADA accommodations, Workers’ Compensation, and related benefit claims, in collaboration with People Services Business Partners, Payroll, and other internal stakeholders
Coordinate medical evaluations, documentation, and reporting requirements related to Workers’ Compensation claims
Ensure timely and accurate distribution of required government notices and benefits-related communications to team members
Deliver high-quality, consistent benefits and onboarding experiences by providing responsive service and fostering trusted relationships with team members across the ecosystem
Manage the full lifecycle of the annual Open Enrollment process, including strategy, planning, team member communications, system configuration, testing, execution, and post-enrollment compliance review
Monitor and administer 401(k) plan activity, including enrollments, contributions, catch-up contributions, loan distributions, repayments, and annual non-discrimination testing
Audit internal and external compliance related to benefits programs in accordance with ACA, SECURE 2.0, ERISA, COBRA, IRS contribution limits, and other applicable regulations
Conduct annual and ad hoc audits of benefit programs to ensure compliance and support the preparation and maintenance of policies, procedures, and required documentation
Ensure accurate preparation and distribution of Forms 1095-C and other required benefits-related reporting
Stay informed of evolving employment and benefits laws, regulations, and best practices, and advise on their impact to benefits programs, including ACA, ERISA, COBRA, FMLA, ADA, Workers’ Compensation, Medicare, Section 125 Cafeteria Plans, DOL requirements, and other applicable regulations
Serve as an administrator for the E-Verify employment verification program
Monitor configuration, testing, and updates within Workday HCM and Benefits modules to support accurate processing and compliance
Participate in system testing, quality assurance, and root-cause analysis for HRIS updates, enhancements, and integrations
Gather, analyze, and interpret data to support complex reporting, audits, and leadership summaries related to benefits and onboarding
Provide required reports to support payroll processing, benefits reconciliation, billing, and compliance activities
Maintain team member benefits-related records and documentation in accordance with established record retention and confidentiality requirements
Respond to and resolve assigned requests submitted through the Jira ticketing system and/or People Services email inbox in accordance with established service standards
Develop and maintain positive and productive working relationships with insurance brokers, benefit carriers, third-party administrators, and external vendors
Partner with the People Services Director and Business Partners to analyze benefits, leave, accommodation, and workplace injury trends; identify risks; and communicate compliance concerns or improvement opportunities
Evaluate the effectiveness, utilization, and value of benefit programs and offerings; conduct research and provide recommendations for enhancements or improvements
Partner with the Director of Wellness to monitor and document performance of the medical self-funded insurance plan and related wellness initiatives
Support the Director of Wellness in planning, promoting, and executing benefits awareness and education initiatives across the ecosystem
Contribute to the development and maintenance of SOPs, playbooks, and documented workflows to promote consistency and efficiency across the ecosystem
Support preparation of requests for proposals (RFPs) for benefit vendors and programs, as needed
Participate in cross-training and cross-functional collaboration across the People Services department
Perform other duties as assigned
Qualification
Required
Associate degree in business, human resources, organizational management, or a related field
8+ years of progressive human resources experience, including at least 5 years of direct benefits administration, with demonstrated responsibility for supporting team members through benefits programs, onboarding processes, and related HR systems, preferably within complex, multi-entity or matrixed environments
Comprehensive knowledge of HR best practices and applicable employment laws and regulations, particularly as they relate to benefits administration and onboarding
In-depth knowledge of 401(k) plan administration, including eligibility, enrollment, vendor coordination, and compliance considerations
Ability to read, interpret, and apply benefit plan documents, policies, and summary plan descriptions
Highly analytical and detail-oriented skills with the ability to interpret data, identify trends, and recommend process or program enhancements related to benefits and onboarding
Excellent communication (verbal, written, presentation) and relationship-building skills, with the ability to engage internal and external stakeholders
Confidence in conducting presentations and training sessions for diverse audiences, including large groups and senior or executive leaders
Demonstrated ability to build trust and effectively engage with team members on sensitive and confidential matters
Advanced proficiency in Microsoft Excel, Word, and PowerPoint, with working knowledge of digital meeting platforms (e.g., Teams, Zoom) and the ability to quickly learn new software applications
Proficiency with HR systems, data entry, reporting, and tracking tools
Familiarity with payroll processes and systems, particularly as they relate to benefits deductions, eligibility, and data accuracy
Demonstrated ability to manage priorities autonomously and make informed, timely decisions in dynamic, deadline-driven environments
High level of professional integrity and the ability to handle sensitive information and situations with discretion
Ability to work both independently and collaboratively within a multidisciplinary team and cross-functional environment
Ability to thrive in a fast-paced and innovative environment where change is constant
Preferred
Professional HR certification (e.g., PHR, SHRM-CP, and/or CEBS) strongly preferred
Demonstrated HRIS experience with Workday HCM and Benefits Modules strongly preferred
Benefits
Employee assistance programs (EAP)
Wellness benefits
401(k) plan
Company
Art and Wellness Enterprises
Art and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton, including the Alice L.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Richard "Rick" Hosley
Executive Vice President, Chief Legal Officer, and Corporate Secretary
Paige Francis
Chief Information Officer
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