Benefit Plan Administrator

This position offers remote flexibility; however it firmly requires in-office presence at our Grand Rapids MI campus at least one time per month.

Salary: $77000 - $100000 annually; Full Time

*compensation offer will be based on experience education and skill

Mission Statement

Restoring hope and freedom through rehabilitation.

Employment Value Proposition

At Mary Free Bed we take pride in our values-based culture:

Focus on Patient Care. A selfless drive to serve and heal connects all MFB employees.

Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.

Family Culture. We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.

Trust in Each Other. Each employee knows that co-workers can be trusted to make the right decision for our family patients staff and community.

A Proud Tradition. Years of dedicated quality service to our patients and community have yielded a reputation that fills our employees with pride.

Summary

The Health Plan Administrator serves as a strategic operational and hands-on leader responsible for the administration compliance and financial stewardship of Mary Free Beds self-funded health and retirement benefit plans.

This role ensures the strength and integrity of the systems that support employee benefits working behind the scenes to create a foundation of accuracy compliance and sustainability. Through thoughtful stewardship and attention to detail this role enables a seamless and reliable benefits experience that supports employees health wellbeing and financial security.

This is a highly experienced execution-focused role. The Health Plan Administrator is personally accountable for the direct execution of core plan administration responsibilities including plan documentation regulatory filings vendor administration and financial oversight. Success in this role requires a strong ownership mindset deep expertise and a commitment to excellence in both leadership and execution.

Reporting within the Employee Health & Benefits function this role operates in close partnership with the Employee Health & Benefits Service Delivery leader to ensure alignment between plan operations and employee experience. The Health Plan Administrator maintains independent accountability for plan compliance financial integrity and regulatory adherence and is responsible for escalating risks constraints or concerns as appropriate.

Grounded in Mary Free Beds TOGETHER values this role contributes to a culture of inclusion belonging and trustensuring that the systems supporting our employees reflect the same care and respect we extend to those we serve.

Essential Job Responsibilities

Plan Administration & Governance

• Directly execute and manage the administration of self-funded health and welfare benefit plans ensuring accuracy compliance and consistency
• Own maintain and continuously update all plan documentation including Summary Plan Descriptions (SPDs) and plan amendments
• Draft implement and operationalize plan amendments ensuring timely accurate and compliant updates
• Prepare review and submit required regulatory documents including Form 5500 and related disclosures
• Coordinate and support retirement plan governance including committee materials decision documentation and compliance activities
• Maintain independent accountability for plan compliance documentation integrity and regulatory adherence and escalate risks or concerns as needed

ERISA & Regulatory Compliance

• Ensure and directly support compliance with all applicable regulations including:

• Execute required compliance activities including testing filings and reporting processes
• Prepare for manage and respond to audits including documentation coordination and resolution
• Maintain accurate complete and audit-ready compliance records and documentation
• Proactively identify and address compliance risks ensuring adherence to all regulatory obligations

Vendor & TPA Administration

• Actively manage relationships with TPAs recordkeepers brokers and benefit vendors
• Coordinate day-to-day interactions to ensure accurate timely and compliant plan administration
• Review validate and hold accountability for vendor deliverables related to accuracy completeness and performance
• Support and execute vendor implementations renewals and transitions
• Investigate and resolve operational and administrative issues directly with vendors

Financial Management & Stewardship

• In collaboration with internal and external stakeholders develop and manage benefit plan budgets and forecasts
• Monitor and analyze plan spend utilization and financial trends
• Partner with Finance to ensure accuracy transparency and alignment in reporting
• Support long-term financial sustainability and stewardship of plan resources
• Maintain strong fiscal discipline while balancing compliance and operational requirements

Billing Reconciliation & Audit Controls

• Review reconcile and approve vendor invoices and billing activity
• Investigate and resolve discrepancies directly with vendors
• Ensure timely and accurate payment processing
• Maintain strong financial controls and audit readiness ensuring traceability and accuracy

Data Reporting & Plan Insights

• Collaborate with internal and external partners to deliver reporting related to

• Ensure data accuracy consistency and integrity across systems
• Provide insights to support informed decision-making plan performance and continuous improvement

Open Enrollment & Plan Implementation

• Lead the administrative execution of open enrollment ensuring system readiness data accuracy and vendor coordination
• Coordinate with vendors and internal partners to implement plan changes and updates
• Ensure accurate and compliant execution of benefit configurations and plan changes
• Collaboration & Organizational Alignment
• Partner with HR Finance and Legal to ensure seamless compliant plan operations
• Collaborate with Employee Health & Benefits Service Delivery leadership to align plan administration with employee experience insights
• Support shared goals related to plan performance cost management and employee outcomes while maintaining clear accountability for plan administration
• Contribute to a culture of teamwork transparency mutual respect and shared accountability
• Completes other duties as assigned.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages coaches and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Bachelors degree in Human Resources Finance Business or related field or equivalent combination of education and highly relevant experience. Equivalent experience may include progressive hands-on responsibility for benefits administration retirement plan management compliance finance or vendor management within complex or self-funded environments
• Extensive hands-on experience managing self-funded health and/or retirement plans is required including direct responsibility for administration compliance and financial oversight
• Demonstrated experience personally executing plan administration responsibilities not solely overseeing or delegating work
• Strong working knowledge of ERISA IRS DOL ACA COBRA HIPAA and related regulations
• Experience with plan audits compliance filings and regulatory reporting
• Proven ability to manage vendors TPAs and complex benefit administration processes
• Strong analytical and financial skills including budgeting forecasting and cost analysis
• Experience with Workday or similar HRIS systems preferred
• Demonstrates a strong ownership mindset with accountability for accuracy quality and outcomes
• High attention to detail with a commitment to precision and integrity
• Excellent organizational problem-solving and decision-making skills
• Ability to work effectively across teams and build strong collaborative relationships
• Communicates clearly respectfully and with professionalism
• Demonstrates a commitment to inclusion respect and belonging consistent with Mary Free Beds TOGETHER values

Physical Requirements for Essential Job Qualification

Levels:

None (No specific requirements)

Occasionally (Less than 1/3)

Frequently (1/3 to 2/3)

Majority (More than 2/3)

Remain in a stationary position:

Traverse or move around work location:

Use keyboard:

Operate or use department specific equipment:

Ascend/Descend equipment or ladder:

Position self to accomplish the Essential Functions of the role:

Receive and communicate information and ideas for understanding:

Transport position and/or exert force:

Up to 10 pounds:

Up to 25 pounds:

Up to 50 pounds:

Up to 75 pounds:

More than 100 pounds:

Other weight: Up to pounds

Other:

Consistent with the Americans with Disabilities Act (ADA) it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment including the application process. If reasonable accommodation is needed please contact the Talent Acquisition team at

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion gender national origin age genetic information veteran status disability or other legally protected characteristic.