Job Description
OverviewTerm: 14 monthsThe Benefits Coordinator is responsible for the accurate and effective application of benefits and leaves arrangements for eligible individuals as per the plan design parameters, ensuring clear and concise communications and data integrity of the related processes. In collaboration with the Director, HR Operations & Systems, participates in special projects to ensure effective, efficient, and compliant processes and practices are developed and maintained; contributes to the achievement of HR departmental goals and professional services delivery.ResponsibilitiesRemain Current and Conversant with Compliance Requirements, Trends, and Best PracticesMaintain awareness of legislation, regulations, and standards related to absence management and benefits administration to ensure compliance within area of responsibilityParticipate in industry groups, networking with peers to gain insights into trends as well as arrangements of comparable entitiesParticipate in professional development to aid in ongoing knowledge and skills acquisitionEffective and Accurate Administration of Benefits ArrangementsResponsible for the administration of the Group Benefits program (Life, LTD, Extended Health, Dental, EFAP), including but not limited to the following:Coordinate the annual overage dependent eligibility verification process, including employee communications and addressing coverage requirements each September 1Monitor age related events and issue monthly communications to employees who reach significant age milestones that result in changes to benefits coverage (i.e., age 65/69/71)Monitor error reports from weekly interface with healthcare benefits provider; identify issues and work with colleagues within HR and vendor to resolveManages life insurance claims processing for employees and retirees; prepares letters to beneficiaries and assists with claims submission requirementsLiaise with third party providers to support issue resolutionResponsible for the administration of other employee benefits arrangements (including Staff vacation, sabbaticals, vacation exchange programs, temporary reduced workload/reduced workload to retirement, deferred salary), including but not limited to the following:Ensure entitlements are provided accurately in accordance with eligibility criteria and other established plan design parameters and policy provisionsAdminister Staff (regular and temporary) vacation accruals and adjustments, special arrangements, and terminations/retirements within the HR/Payroll system (Workday); ensure the carryforward and forfeiture rules are adhered to and approvals are obtained for exceptional circumstances; support the finalization of the monthly payroll cycle by providing review and confirmation of accuracy for any vacation accrual payoutsProcess special arrangements including the management of employee records within the HR/Payroll system (Workday) for approved reduced workload, vacation exchange, and regular recurring and irregular part-time Staff employees, and the corresponding communication requirementsSupport the completion of Employee Action Forms (EAFs) in the event of an involuntary employment termination (including death); review details to confirm accuracy of employee benefit arrangements (e.g., life insurance amount) and input vacation accrual payout amountsCollaborate with other HR teams to identify challenges with existing functionality and/or test new functionality required to administer benefitsCoordinate case management activities for leaves of absences / absence managementCoordinate case management activities for leaves of absences (maternity/parental, bereavement, compassionate care, unpaid leaves, other ESA leaves, temporary work stoppage and on a backup basis, sick leave) to ensure employees are well supported and that the Payroll team receives accurate and timely information relative to eligible payments, including but not limited to the following:Ensure timely application of accurate commencement and end dates for absences in the HR/Payroll system (Workday) and issuance of benefit lettersEnsure the accurate calculation and application of benefit entitlements during leaves of absences, as applicable (i.e., maternity/parental supplemental benefits, compassionate care supplemental benefits, salary continuance during bereavement leave) taking into consideration Employment Insurance (EI) benefits eligibility and payments as applicableCommunications with employees to indicate any impacts to other benefits including pension accruals and contributionsCollect and process pension waiver forms (or the application of default), administer Pre-authorized Debit (PAD) forms or post-dated cheques, plus application of eligible paymentsSupport absent employees as required with questions pertaining to benefits eligibility and ongoing benefits coverage and accruals during absenceEnsure departmental awareness and engagement to support return to work timing and any corresponding arrangementsBack up support for Disability Benefits Specialist for (sick leave/LTD) disability claims management; assists with the LTD claims applications process as requiredCollaborate with other HR teams to identify challenges with existing functionality and/or test new functionality required to administer leaves of absences / absence managementCommunication of Benefits and Corresponding Administration to all StakeholdersIssue communications for employees (active or on leave) and retirees as requiredSupport the communication of arrangements to employees and stakeholder groups through orientation presentations, written materials and documents, and other avenues, as requiredProvide effective customer service and support to other areas of HR and the University community for area of responsibility; as necessary, meets or corresponds with employees who have complex questions or escalated concernsOther duties as requiredLiaises with HR colleagues as required to ensure understanding of current arrangementsParticipates in HR cross functional review of processes and procedures to provide benefits impactsQualificationsThree-year Post-secondary education (university degree preferred) or equivalent experience preferred3-5 years of experience in a Human Resources role, with exposure to absence management and benefits administrationProven track record of achievement and success providing quality customer service, and excellent data management and quality control2-3 years of experience in the Higher Education sector preferredExcellent customer service focusAccuracy and attention to detail in work, proven analytical and problem-solving skillsStrong oral and written communication skills, including process documentation development and deliveryAbility to organize, multi-task and prioritize work, at times with conflicting prioritiesExperience with Workday or other in-house payroll systemIntermediate skills in Microsoft Office suite (Word, Excel, PowerPoint, Teams, Outlook) and AdobeEquity StatementThe University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the .The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.Positions are open to qualified candidates who are legally entitled to work in Canada.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.University of Waterloo
Apply
Go Back