Job Description:
The Benefits Data Specialist supports day-to-day operations in benefits administration. This includes verifying, moving and trouble-shooting large amounts of data used in a cloud-based human resources/payroll system covering 4,800+ active employees and 6000+ former employees. Calculates manual deductions and works directly with Payroll to ensure accurate benefit deductions from paychecks; creates and loads payroll templates. Assists with retirement-related functions, such as report review and vesting calculations. Responsible for the timely delivery of benefit vendor integrations to include timely review of reports associated with any discrepancies. Assist with the reviewing and routing incoming voicemail and email. Main point of contact for Brown’s third-party COBRA vendor to include initiating LOA, LTD and Direct Bill billing.

Major Responsibilities:

• Ensure there is accurate, timely benefits data in the system for each employee based on eligibility, personal information, employment status and specific transactions including self-service enrollment. Review and approve benefit transactions in Workday.

Supporting Actions:

Review benefits-related transactions and employee information, including dependent information, through various reports. Maintain familiarity with plan design and eligibility rules. Prompt communication and follow up with Benefits Specialists to ensure employees are enrolled correctly depending on eligibility and that changes and terminations are processed timely. For part-time employees, review biweekly and weekly retirement contribution reports, review and update annualized salaries (“benefits annual rate”) in conjunction with compensation changes. For terminations, perform retirement vesting calculations doing research into employment history as needed. Recommend changes to business processes and reports if needed for accuracy and efficiency. Review and respond to main phone and mailbox inquiries, routing to others as necessary.

• Benefits deductions for payroll adjustments and on-demand checks

Supporting Actions:

Review all requests to Payroll for adjustments and on-demand checks for benefits-eligible employees. Build and transmit to Payroll employee pay adjustments as per 7 pay periods per month, bi-annual Child Care Subsidies and Wellness Rewards. Troubleshoot benefit deduction errors and discrepancies. Determine correct deductions and refunds as appropriate and notify Payroll of results. Requires familiarity with eligibility rules and review of worker history.

• Manage Arrears processes to include LOA, LTD and Direct Bill processes with COBRA vendor. Back-up Benefits Specialists during peak periods. Assist with annual Open Enrollment to include open labs.

Supporting Actions:
Manage employee arrears, including employees on leave of absences, of benefit

deductions, initiate and track billing and serve as the point of contact for the third-party administrator. Serves as backup for Benefit Specialists during vacation periods and peak times. Assist with the open enrollment processes to include open enrollment labs and communication needs.

• Transmission of eligibility files to insurance carriers and third-party administrators as well as review of discrepancies and monthly census.

Supporting Actions:
Oversee weekly transmission of enrollment files to secure servers weekly for

health, dental, vision, flexible spending and COBRA vendors. Review output and follow up promptly with vendors to resolve discrepancies and perform monthly review and analysis of invoices to ensure they coincide with events.

• Review and maintain benefits reports, producing new reports or collaborating with others for routine operations or special projects. Assist as needed with employee self-service education such as department mailings and communications and open labs during Open Enrollment. Manage Arrears processes to include LOA, LTD and Direct Bill processes with COBRA vendor. Back-up Benefits Specialists during peak periods. Assist with annual testing in Workday and annual Workday updates.

Job Qualifications:

Education and Experience

• Required: Associate degree or two years of related experience demonstrating competency in a high-volume environment
• Demonstrated ability to perform work accurately while meeting firm deadlines
• Ability to solve problems when limited data is available, including the ability to independently research and troubleshoot and resolve discrepancies
• Strong Excel skills including ability to manipulate large sets of data and provide analytical support
• Experience with human resources software or similar cloud-based system

Job Competencies

• Detail-oriented and focused approach, as data is often sensitive and accuracy is essential
• A natural curiosity and drive to ask “WHY” is important
• Knowledge of employee benefits and applicable laws
• The ability to work independently, take initiative, achieve goals without constant supervision or prompting, demonstrating a strong work ethic and proactive approach
• Excellent organizational and time management skills

All offers of employment are contingent upon successful completion of a background check and education verification.
Benefits of Working at Brown:
Information on the Benefits of Working at Brown can be found
here
.
Recruiting Start Date:
2025-04-23
Job Posting Title:
Benefits Data Specialist
Department:
University Human Resources
Grade:
Grade 8
Worker Type:
Employee
Worker Sub-Type:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
37.5
Position Work Location:
Hybrid Eligible
Statement on Equity, Diversity and Inclusion:
All positions require demonstrated ability to work collaboratively with faculty, staff, students, and other Brown and community stakeholders with diverse perspectives and demonstrated ability to contribute to an inclusive environment.
Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Still Have Questions?
If you have any questions you may contact
employment@brown.edu
.
EEO Statement:
Brown University is an E-Verify Employer.
As an
EEO employer
, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law

• Ensure there is accurate, timely benefits data in the system for each employee based on eligibility, personal information, employment status and specific transactions including self-service enrollment. Review and approve benefit transactions in Workday