Specialist - Benefits

Job Category Regular Support Staff FVTC Worksite Appleton Main Campus Hours Per Week 40 Note to internal applicants: Do not apply via this portal. Login to your Workday Account and Find Internal Career Opportunities through the Internal Portal. Job Description Summary The Benefits Specialist is responsible for the administration and coordination of FVTC’s employee benefits programs and serves as a key resource for time off, leave, accommodation, and related employee support programs. This position provides exceptional customer service, evaluates programs for improvement, and coordinates wellbeing initiatives in partnership with other HR team members. Job Description Essential Functions and Responsibilities The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position. Other duties may be required and assigned. Benefit Administration & Employee Support • Administer employee and retiree benefit programs including health, dental, vision, flexible spending accounts, health savings accounts, disability, life insurance, and voluntary benefits. • Support administration of retirement programs, including Wisconsin Retirement System (WRS), 403(b), and 457 plans, by providing employee guidance, coordinating administrative activities, and supporting retirement-related communications and processes. • Develop and deliver employee communications, guides, and training sessions to enhance understanding and engagement with benefits programs, including retirement plan education and resources to support informed decision-making. • Lead annual and ongoing benefits enrollment processes, including timelines, communications, audits, and accuracy checks in partnership with payroll, IT, and HR systems. Leave, Accommodation, and Workers’ Compensation Support • Provide guidance, consultation, and backup support for leave programs, including FMLA, disability, and college-specific leaves; assist with complex situations, support consistent application of policies and procedures, and support compliance with applicable laws, policies, and procedures. • Serve as a resource for employee accommodation matters and provide support for complex or sensitive situations as needed. • Collaborate with the Risk Management and Safety Manager on workers’ compensation to ensure accurate benefits and pay coordination, effective employee communication, and integration with leave programs. Compliance, Administration, and Operational Support • Ensure benefits-related programs and processes, including ACA eligibility tracking, administration, and reporting activities, are administered in accordance with applicable federal and state laws, plan provisions, college policies, and administrative procedures. • Prepare, audit, and reconcile benefit invoices and reports; coordinate retiree benefit administration, premium payments and retiree billing processes to ensure accuracy, timeliness, and resolution of discrepancies. • Partner with Payroll and Human Resources colleagues to ensure accurate communication, documentation, and processing of employee benefit, leave, and employment status changes that impact payroll, deductions, eligibility, and related benefits administration activities. • Maintain and improve benefits administration processes and documentation to support operational consistency, continuity of services, knowledge transfer, and cross-training within the Benefits function. Systems and Data Management • Assist with administration, testing, and maintenance of Benefit plans in Workday. Vendor and Consortium Engagement • Partner with vendors, third-party administrators, and brokers to resolve issues, maintain service quality, and ensure accurate reporting, billing, and premium/retiree payment coordination. • Partner with the Manager of Benefits & Payroll in Wisconsin Technical Colleges Employee Benefits Consortium (WTCEBC) activities, including attendance at meetings, participation in consortium initiatives, educational opportunities, and benefits evaluations. Wellbeing and Campus Care Clinic Administration • Support implementation and ongoing administration of the Campus Care Clinic, including communications, vendor coordination, employee education, and promotional activities. • Serve as the primary coordinator for employee wellbeing initiatives, including program implementation, communication, promotion, and ongoing support efforts. Non-Essential Functions and Responsibilities • Participate in College and Wisconsin Technical Colleges Employee Benefits Consortium (WTCEBC) requests for proposal (RFP) processes, including evaluation of proposals, vendor presentations, and recommendation activities. • Perform projects and other related duties as assigned. Minimum Qualifications Education and/or Experience Requirements: • Associates Degree in Human Resources or related field. • Four to Five years of progressively responsible experience in employee benefits administration, leave administration, systems, and analytical experience. Experience coordinating employee wellbeing programs preferred. • Experience working in employee benefits administration, insurance, benefits consulting, brokerage, carrier operations, human resources, or a related field preferred. Licenses, Certifications, and Other Requirements: • Advanced Microsoft Word and Excel skills • Experience working with HR Information System (preferably Workday) In evaluating candidates for this position, Fox Valley Technical College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position. Work Environment • Work will primarily be completed on campus with some remote work available at times. Work environment may change based upon college needs. Physical Requirements • Sitting: Ability to remain in a stationary position for extended periods while working at a computer, attending meetings, and performing administrative duties. • Mobility: Ability to move throughout campus locations to attend meetings, employee events, benefit fairs, trainings, and other work-related activities. • Fine Motor Skills: Ability to use computers, telephones, calculators, and other office equipment requiring manual dexterity and hand-eye coordination. • Repetitive Motions: Ability to perform repetitive motions such as typing, data entry, and use of office equipment. • Communication: Ability to communicate effectively with employees, retirees, vendors, and other stakeholders in person, virtually, by telephone, and through written communication. • Visual Requirements: Ability to review, analyze, and prepare detailed documents, spreadsheets, reports, contracts, invoices, and electronic records. • Lifting and Carrying: Ability to occasionally lift, carry, and transport materials related to benefits meetings, employee education sessions, wellness events, or office operations, generally up to 15 pounds. • Travel: Occasional local travel may be required for meetings, professional development activities, benefit consortium events, or other work-related functions. EOE/ADA Statement Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change. Additional Information Starting Range: $27.47 - $32.32 per hour. Pay is based on a multitude of factors, including experience, qualifications, education, relevant certifications, internal equity, and market data. Note: Internal applicants' wage will be based upon the applicable compensation guidelines. At Fox Valley Technical College, we recognize employees as key contributors to our mission and are committed to fostering a culture of fairness, transparency, and excellence. Our total rewards philosophy ensures equitable compensation and benefits, supporting a highly engaged workforce. Our comprehensive benefits package includes medical, dental, and vision insurance, along with retirement contributions to the Wisconsin Retirement System and 403(b)/457 plan options. Employees enjoy paid time off, sick leave, holidays, bereavement leave, and recess periods. We offer life and disability insurance, with options for additional coverage. Work-life balance is supported through flexible schedules or remote work options (for some positions) and wellbeing programs. Professional development opportunities include training, certifications, and tuition reimbursement. Additional perks at the Appleton Main Campus include an onsite health and wellbeing clinic, dental clinic, fitness center, Parent/Child Center (onsite child care), library, café, printing services, Trilogy Salon & Spa, and more. Fox Valley Technical College is an Equal Opportunity/Affirmative Action institution, providing equal opportunity to all persons, including members of underrepresented racial and ethnic backgrounds, females, veterans and individuals of all abilities. For questions regarding the College’s nondiscrimination policy, contact: Rayon Brown - rayon.brown6751@fvtc.edu (Affirmative Action), TitleIX@fvtc.edu (sex-based discrimination or harassment), or Dan Squires - daniel.squires3328@fvtc.edu (Disability related discrimination).