Benefits Specialist

Chapman University Careers•Irvine, CA

6d•Onsite

About The Position

The Benefits Specialist is a hands-on, detail-driven role responsible for the accurate and timely administration of Chapman University’s employee benefits programs, including enrollment, eligibility, tuition remission, and retirement processing. Reporting to the Senior Benefits Manager, the Specialist uses precision and sound judgment and provides strong customer service, often serving as an employee’s first point of contact for benefits questions and transactions. The role provides guidance on enrollment, plan policies, eligibility, and contributions. Chapman University emphasizes the value of an in-person workforce. Being present supports collaboration, relationships across departments, service to co-workers, and the student experience, and is part of the university’s workplace culture.

Requirements

Associate degree or an equivalent combination of education and experience.
At least two years of experience in benefits administration.
Working knowledge of health and welfare benefit plans, eligibility rules, and enrollment processes.
Strong organizational and time-management skills, including the ability to multitask, prioritize, and work independently or as part of a team.
Communicates with empathy, professionalism, and sound judgment and ensures consistent follow-through.
High degree of accuracy and attention to detail.
Exercises discretion and maintains confidentiality when handling sensitive information.

Nice To Haves

Familiarity with retirement plan enrollment processes, such as 403(b) or 401(k).

Responsibilities

Process new-hire enrollments, terminations, benefit election changes, and qualifying life events, verifying supporting documentation for compliance.
Verify employee and dependent eligibility according to plan rules and applicable regulations.
Audit benefit enrollments for accuracy and proactively identify and resolve discrepancies.
Support open enrollment activities.
Process retirement plan enrollments, changes, loans, hardship withdrawals, and distribution requests in coordination with the plan vendor and in compliance with plan documents and IRS regulations.
Monitor employee contributions, employer match calculations, and vesting schedules; regularly reconcile contribution files and payments with the plan recordkeeper.
Support annual compliance activities, including nondiscrimination testing, 5500 audit preparation, and required employee notices.
Enter and process tuition remission data according to university policy.
Support biweekly and monthly insurance carrier data feeds, ensuring accurate and timely transmission.
Verify, audit, and reconcile benefit invoices and process payments on schedule.
Prepare and process payroll deduction forms, partnering with Payroll to ensure accuracy and timely corrections.
Proactively contact employees on leave of absence about benefit premiums and payment arrangements.
Maintain accurate, organized, audit-ready benefit records and documentation.
Partner with brokers and carriers to resolve employee issues and discrepancies.
Respond to employee inquiries in accordance with university standard operating procedures and federal and state regulations, escalating complex issues as needed.
Serve as a primary resource for employee questions about benefits and retirement plans, including enrollment, plan policies, eligibility, and contributions.