Benefits Coordinator - People Team (64237)

University Settlement partners with 40,000+ New Yorkers in Lower Manhattan and Brooklyn every year to build on our collective strengths as we achieve healthy, stable, and remarkable lives. For nearly 140 years, we’ve fought poverty and systemic inequality by building highly effective social services in collaboration with our neighbors. Established in 1886 as the first Settlement House in the United States, we bring the values of that movement into the 21st century by meeting New Yorkers where they live, listening deeply to all perspectives, and creating space for responsive cooperation.

Joining with our neighbors to make stable foundations where people of all ages can grow and pursue their dreams, we build community strength. We infuse a commitment to civic engagement, equality, and communal action into each of our programs, which include early childhood education, youth development, healthy aging, mental health and wellness, English classes for adult immigrants, community centers, and the arts.

The Benefits Coordinator is responsible for the day-to-day administration of staff benefits programs, billing and invoice reconciliation, leave of absence processes, work accommodations, workers' compensation coordination, and employee wellbeing initiatives. This role reports directly to the Benefits Director and serves as a key operational resource for employees, vendors, and insurance carriers ensuring accurate data integrity, timely issue resolution, and a consistently high standard of service. The Benefits Coordinator is expected to bring a collaborative, detail-oriented, and solutions-focused approach to all aspects of the role and to actively support the People Team's broader organizational goals and projects.

Duties/Responsibilities:

Invoice Reconciliation and Billing Administration

• Conduct monthly reconciliation of benefit invoices for all group insurance policies, including health, dental, vision, life, disability, and supplemental plans, and prepare requests for payment (RFP).
• Resolve billing discrepancies with carrier representatives in a timely and accurate manner.
• Collaborate with the Payroll Team to ensure accurate and timely processing of benefit deductions; ensure all benefits changes are entered correctly in the payroll system.
• Resolve issues with HRIS, insurance carriers, the 403(b) vendor, and other third-party vendors, escalating to the Benefits Director as appropriate

Leave of Absence and Benefits Administration

• Provide administrative support across all aspects of the leave of absence process, including FMLA, military leave, New York Paid Family Leave, and Workers' Compensation, under the direction of the Benefits Director.
• Track and maintain documentation throughout the leave lifecycle from initial request through return to work including organized case files and updated HRIS records.
• Support the ADA work accommodation process by collecting, reviewing, and tracking supporting medical documentation and maintaining accurate case records; the Benefits Director leads all interactive meetings and discussions with employees and supervisors.
• Coordinate workers' compensation claims with the third-party administrator, including intake of injury reports, follow-up on claim status, and coordination of return-to-work logistics. Support Benefits Director with Safety Training initiatives. Generate reports when necessary

Employee Support and Communication

• Respond to general staff inquiries regarding benefits, leave, and related programs through the benefits mailbox and ticketing system, ensuring all questions are addressed accurately and in a timely manner.
• Conduct benefits orientations explain the benefits self-enrollment system, and assist staff with questions related to health, dental, life, and other benefit programs.
• Collaborate with union representatives to coordinate the new-hire and termination process for union staff, including tracking all required new-hire and termination forms.
• Assist in preparing and setting up informational meetings and materials to help staffs understand their benefits and related programs

Benefits Program Administration

• Administer staff benefits programs for union and non-union staff, including group health, flexible spending accounts (FSA), dental and vision, accident and disability, life insurance, 403(b), and wellness benefits.
• Support the Benefits Director in obtaining statistics and information required during the annual renewal process for health, life, retirement plans, and wellbeing programming.
• Collaborate with the Benefits Director and Benefits Broker to support the Wellbeing programs and resources planning, coordination, and delivery

HRIS, Reporting, and System

• Maintain staff benefits filing systems and ensure data integrity across all benefits-related records, platforms, and systems.
• Support benefits-related HRIS workflows; troubleshoot data discrepancies and system errors, escalating complex issues to the Benefits Director, IT, or external vendors as appropriate.
• Ad Hoc Projects and Team Collaboration.
• Actively participate in ad hoc projects and People Team initiatives as assigned

Required Skills/Abilities:

• Demonstrated ability to learn and adapt to new systems and technology platforms quickly and independently; experience with an HRIS platform (e.g., Paycom or similar) required or demonstrated experience navigating a comparable HR or enterprise system.
• Intermediate to advanced proficiency in Microsoft Excel (VLOOKUP, pivot tables, data reconciliation) and Microsoft PowerPoint; general Microsoft Office Suite proficiency required.
• Working knowledge of staff benefits programs and applicable federal and state laws and regulations, including ERISA, FMLA, ADA, COBRA, NYPFL, and applicable NYC leave laws.
• Strong attention to detail and proven organizational and time management skills, with the ability to manage multiple priorities simultaneously without loss of accuracy.
• Excellent written and verbal communication skills; ability to translate complex benefits information into clear, accessible guidance for staff at all levels.
• Strong problem-solving skills with the ability to research issues, identify solutions, and escalate appropriately and in a timely manner.
• Collaborative team player who works effectively across departments, with external vendors, carriers, and the Benefits Broker.
• Ability to handle sensitive and confidential information with discretion and professionalism at all times

Preferred Skills

• Fluent in Spanis

Education and Experience:

• High school diploma or HSE required; bachelor's degree preferred.
• Minimum of two (2) years of experience in staff benefits administration, billing reconciliation, or a closely related HR support role

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time

Work Schedule: Full time, Monday - Friday, 9:00am - 5:00pm, 35 hours per week with a hybrid work schedule

We are committed to building a diverse and inclusive community. We support a broadly diverse team that will contribute to our organization. We are an equal opportunity employer for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.