General Statement of Duties and Responsibilities:
The Human Resources Associate provides direct administrative support and assistance to the Benefits Manager and the Office of Human Resources The Human Resources Associate for Benefits assists in research, processes communications, maintains confidential files, and prepares correspondence for the Benefits Manager pertaining to all aspects of health and welfare, worker’s compensation, FMLA, retirement, etc. The Human Resources Associate assists with maintaining regular communications with representatives of other state agencies, institutions of higher education, union officials, and members of the UMass Dartmouth management team and UMass System. The incumbent has access to a wide range of confidential information and will have access to grievances, arbitrations and collective bargaining on behalf of the Administration. Exceptionally high degrees of confidentiality, discretion and customer service are required of this position. As such, the incumbent is a confidential employee as defined in M.G. L. Chapter 150E, Section 1.
The Human Resources Associate reports to Benefits Manager.
May supervise employees of a lower classification or student employees.
Examples of Duties (Essential Functions):
- Assists Benefits Manager with meetings that pertain to all new employees informing them of benefit options such as health and life insurance, dental plans, long-term disability option, retirement contribution, union dues and explaining the applicable costs. Processes employment documents presented to HR Office such as I-9 documents, etc.
- Assists with submission of completed initial or option change forms for insurance to the Group Insurance Commission, submit retirement forms to Retirement Board, forward new employee forms for non-unit dental additions or for changes in beneficiary notices, submit changes in dependents status and check for completeness of information and documentation.
- Assists coordinating multiple enrollment periods throughout the year and ensuring communication of programs while adhering to deadlines.
- Accepts, records, and forward to appropriate agency such forms as (but not limited to) retirement forms, insurance forms, annuity forms, etc. Verify completeness of form and forwards with appropriate documentation as needed. Assists employees with questions and problems regarding these benefits.
- Coordinates meetings and assists retiring employees with retirement process and corresponding paperwork.
- Monitors the benefits email and voice mail systems to ensure timely and accurate responses to campus customers.
- Resolves questions regarding attendance records, leave status, payroll status, and benefit issues as appropriate. Provide necessary documentation as required from employee personnel files, attendance and other records as authorized to resolve problems through hard copy documentation or use of electronic mail, spreadsheets, or other programs in use.
- Assists with and coordinates Family Medical Leave Act (FMLA), Employee Sick Leave Banks and Americans with Disability Act (ADA) accommodation processes.
- Assists with the processing of all notices of injury/accident reports and workers’ compensation claims on behalf of the University. These activities include, but are not limited to, data entry, maintaining and processing files, records, reports, medical bills, and forms to claims adjusters, medical providers, and relevant state agencies; determines and processes payroll adjustments, refunds and/or leave charge buy-backs.
- Maintains confidential and other records such as all employee personnel files (temporary and permanent) medical records file, sick leave bank, and attendance records.
- Coordinates benefits programs participation, assists faculty and staff with benefits enrollments and cancellations and establishes, monitors, and updates records in electronic databases.
- Attends with the Benefits Manager all Group Insurance Commission and Optional Retirement Program meetings as scheduled.
- Works in accordance with established University and departmental policies and procedures, and State and federal rules and regulations.
- Provides back-up to the Benefits Manager and other Human Resources department functions.
- Performs a variety of clerical tasks for the benefits programs; utilizes computer software, including Word suite, Excel spreadsheets, and databases to prepare letters, documents, and graphics; performs filing and copying.
- Assists University employees with benefits programs such as health, dental, vision, disability, life insurance, workers comp, travel and accident, retirement, elective retirement and other plans.
- Assist with workers’ compensation claims and work with department managers under the direction of the Benefits Manager.
- Assist with new hire orientations and other employee events as needed.
- Assist with terminating benefits for employees have resigned, terminated or are no longer benefits eligible.
- Assist with entering new hire benefits information and open enrollment changes into the MAGIC system for GIC enrollment forms. Assist with open enrollment and the annual flexible spending account review.
- Assist with the leave of absence processes by notifying payroll to set up/remove employees on all types of leave including medical, personal, workers compensation.
- Creates and/or maintains SOP’s and job aids to document steps and workflow for benefits-related procedures and processes.
- Perform other duties as assigned.
- Three years of full-time or equivalent part-time experience in Human Resources or a large corporation.
- Previous experience with HRIS systems. Ability to communicate effectively orally and in writing.
- Ability to work independently, take initiative and exercise sound judgment.
- Ability to exercise discretion in handling confidential matters.
- Ability to deal with sensitive employee issues in a professional manner.
- Ability to multi-task and manage competing deadlines skillfully.
- Ability to supervise, give direction, and manage projects.
- Working knowledge of general office procedures.
- Ability to perform mathematical calculations using formulas.
- Ability to follow oral and written instructions.
- Ability to gather information by examining records and documents and through questioning individuals.
- Ability to maintain accurate records.
- Ability to deal tactfully with others.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to exercise initiative and motivation.
- Ability to work collaboratively and cohesively in a team setting.
- Ability to deliver a high level of customer service with timely and accurate responses.
- Ability to meet critical deadlines.
- Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
- Ability to tolerate stress and to handle several tasks simultaneously while processing a large volume of work and maintaining a high degree of accuracy and attention to detail, in an environment of frequent interruptions.
- Excellent attention to detail and ability to check written materials and the work of others for Benefits Manager accuracy and completeness.
- Strong computer skills including word processing, spreadsheet manipulation, and database management. Ability and willingness to gain a working knowledge of special purpose software programs.
- PHR or SPHR certificate.
- Previous Human Resources experience in an institution of higher education or large corporation.
- Previous experience in benefit administration.
- Working knowledge of federal/state labor laws and regulations.
- Work generally performed in an office.
- Frequent work performed with other people.
- Frequent interactions with staff, managers and applicants.
- Must have the ability to work remotely/from home as needed.
- Must be able to communicate in English (speaking, writing and reading) at a level to effectively perform the essential functions of position of the Human Resources Associate position.
- Frequent work at a rapid pace.
- Capable of managing a high volume of work.
Lifting/Carrying (20 lbs.)-Occasional
Frequency Key (hours per day): Never = 0 hours; Rare = up to 1 hour;
Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7½ h ours.
Tools and Equipment Used:
- Standard office machines and equipment
- Personal Computer
Hours-9:00 a.m.-5:00 p.m.
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
Effective September 27, 2021, UMass Dartmouth requires that all members of the campus community are fully vaccinated against Covid-19 and provide proof of vaccination.
To apply please submit a letter of interest, current resume and the contact information for three professional references.
The deadline to apply is September 27, 2021.