Leave & Retirement Coordinator

PAY GRADE:29E

CONTEXT OF THE JOB:

Reporting to the Director the Leave & Retirement Coordinator delivers administrative and operational support to the Leave Management and Retirement teams overseeing programs such as FMLA disability parental leave COBRA Workers Compensation and retirement position serves as the primary point of contact for employees providing customer service and responding to inquiries related to leave and retirement programs. The roleis responsible formanaging documentation overseeing case intake and ensuringaccurateprocessing and recordkeeping in compliance with federal state and Universitypolicies.

MAJOR RESPONSIBILITIES:

Leave Management

• Act as the first point of contact for employees and managersregardingPaid Family Medical Leave FMLA disability leave parental leave and other absence programs.
• Coordinatewith employees supervisors and health care providers to ensuretimelycompletionand updates of forms to process leave update employment status and leave tracking.
• Performs data entry into HRIS system including daily and periodic monitoring and tracking reports.
• Processes employee benefit changes within required time limits to meet payroll deadlines.
• Calculate reconcile and generate billing statements to the State of Delaware for the Disability Insurance Program and employees on leave.
• Facilitate administration and process transactions for benefits provided to surviving dependents.
• Serve as the point of contact for COBRA administration ACA notification andbenefitscontinuation including manual enrollments and discrepancy reports.
• Prepare employee correspondence status updates and benefit cost summaries duringleavesof absence.
• Assistwith payroll-related forms billing calculations and updates related to employee leave status.
• Coordinate with internal HR partners and external agencies to ensuretimelyandaccurateleaveadministration.
• Submit injury reports and initial Workers Compensation documentation;maintainaccurateclaim records and coordinate with employees medical providers and internal partners for case updates.
• Serves asliaisonto the State of Delaware and their third-party administrator PMA.
• Ensure compliance with federal state and University leave policies including FMLA ADA and program-specific requirements.

Retirement Administration

• Provide initial guidance and customer service to employees considering retirement including timelines forms and benefit options.
• Assistemployees and retirees with completing required retirement andbenefitenrollment documents.
• Provide administrative support for retiree benefit programs (medical dental vision life insurance) including data entry enrollments billing updates and payment verification.
• Coordinate with the State Pension Office and other agencies to obtain service credit payroll history and required confirmations.
• Address inquiries and discrepancies related to State Pension applications.
• Maintain retirement savings records (403(b) 457(b) State Pension Plan) by reviewingresponding to questions andresolving routine discrepancies.
• Assistin preparing educational materials presentations and workshops to enhance employee understanding of retirement benefits.

General Responsibilities

• Maintains the communication tracking system and answers questions related to leave of absence retirementpolicies procedures and benefits.
• Generate routine reports verify data accuracy and support process improvements.
• Maintain confidentiality and ensure proper handling of sensitivebenefitand medical information.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelors degree and three years of job-related experience or equivalent combination of education and experience.
• Prior experience in Leave Administration preferred.
• Knowledge of federal and State laws rules and regulations related to FMLA leave preferred.
• Familiarity with state and federal regulations related to certain benefit programs ( IRS section 125).
• Strong organization skills and attention to details
• Proficiencywith HRIS systems (PeopleSoft 9.2 or higher preferred).
• Ability to analyze and interpret data
• Recordsmaintenance skills. Ability tomaintainconfidentiality of records and information.
• Proficiencyin MS Office applications withproficiencyinspreadsheetdatabaseand presentation software.
• Experience managing multiple projects and deadlines.
• Strong ability to communicate and work effectively both verbally and in writing with a wide range of constituencies in a diverse community.
• Knowledge of customer service standards and procedures.