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Executive Assistant II

extra holidays

Remote:

Full Remote

Contract:

Fixed term

Experience:

Mid-level (2-5 years)

Work from:

Illinois (USA), United States

Offer summary

Qualifications:

Bachelor's degree in business or related field preferred., 3-5 years of experience in administrative services required., 2 years of benefits administration and HR operations experience preferred., Proficient in Microsoft Office, especially Excel..

Key responsabilities:

Administer the University's benefits accounts and subaccounts.
Process accounting transactions and invoices related to benefits.
Conduct audits and reconciliations on benefits accounts.
Provide information to clients and vendors on accounting policies.

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Job description

Position Title - Business Administrator, Sr. Analyst
Location – Chicago, IL
REMOTE - this position is a 100% remote position. We may need the person to come into the office once a month, but other than that they would work from home.

Department
F&A HR – Health, Welfare, and Retirement

About the Department

The University offers a wide variety of benefits programs and resources to its employees.
From our health plan options and wellness programs, to our continuing education opportunities and competitive retirement plans, the University is committed to providing benefits that matter to you at
each stage of your employment.

Job Summary:
• Under general direction, this position is responsible for the accurate and timely preparation,
submission, and review of accounting transactions and data for the University-wide benefits
accounts and programs.
• The position will conduct various audits/analysis on benefits accounts, ledgers and systems, and coordinate with outside vendors to ensure all financial transitions are complete, accurate and meet time schedules.
• Manages the daily operation of the Benefits team. Serving as the office lead in the areas of financial, events, projects, and support services management.

Preferred Qualifications
Education
• Bachelor's degree in business, finance, human resources or a related field preferred.
Experience
• Three to five years of experience in an administrative services function required.
• Two years of benefits administration and HR operations experience preferred.

Preferred Competencies
• Excellent organization skills with attention to detail and accuracy required.
• Listens effectively, share ideas and information openly and facilitates relationship building required.
• Possess initiative, good judgment and the ability to problem solve required. Ability to interact
effectively with all levels of and affiliated organizations required.
• Ability to exercise discretion and maintain confidentiality required.
• Is customer focused/service oriented required.
• Ability to work in a high call and email volume environment.
• Excellent verbal, written, communication, and presentation skills.
• Excellent customer service and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
• Knowledge of Microsoft Office especially Excel required.
• Ability to maintain broad-based knowledge of all benefits plans offered by the University.
• Ability to communicate information that may not be well received.
• Able to research, analyze and present data and recommendations in an organized and logical
manner.
• The administrative endeavors associated with this position require the highest level of
confidentiality, judgment, discretion and diplomacy while working with various individuals at all
levels of the organization.

Application Documents
• Resume/CV (required)
• Cover Letter (required)

Responsibilities

Administer the University's benefits accounts and subaccounts.
Process benefits accounting transactions, as well as invoices related to staff recognition and other HR vendors.
Review ledgers for benefits accounts to ensure that all accounting transactions have been posted in an accurate and timely fashion.
Complete monthly self-billed process for all University health and welfare programs, including but not limited to, HMO health plans, Vision, Dental, Life, Disability, and Personal Accidental.
This process includes running a reconciliation application program, auditing current enrollment transactions, and preparing adjusted invoices.
Conduct reviews of the various benefits plans as required ensuring the accuracy of the enrollments and the correct billing. Identify enrollment and billing discrepancies and research to resolve those problems identified by the audit.
Prepare, record, and process accounts payable and cash receipts.
Process weekly claims funding for University's self-funded benefits plans.
Post journal entries in University's accounting system
Compile and audit a variety of reports to reconcile financial discrepancies.
Oversee the account reconciliation process for HMO health plans, COBRA, Retiree Medical, Personal
Accident, Group life, Spouse Life, Dependent life and LTD.
Maintain and monitor employee benefits data in different accounting systems to ensure accuracy
and completeness and assist in the year-end closing process for benefits accounts.
Provide other personnel, as well as clients and vendors with information on billing, invoice, and
accounting policies and procedures.
Compile and audit a variety of reports to resolve the discrepancies.
Maintain and monitor employee benefits data in different accounting systems to ensure accuracy
and completeness and assist in the year-end closing process for benefits accounts.
Collects and depositing checks that are received from the benefits vendors including pharmacy
rebate checks, Cobra/bill pay premiums checks, and refund checks.
Manages the calendar of the Executive Director of Health, Welfare & Retirement
Assists in managing the calendars of the Manager, Health & Welfare and Manager, Retirement Plans
Coordinates availability and meeting invitations for the Defined Contribution Committee, Benefits
Committee, and Wellness Committee Meetings
Processes GEMS card transactions and reimbursements for HR and Benefits team leadership
Maintains the agenda for the Benefits Specialist meeting and takes notes.
Takes notes for the Defined Contribution Committee, Benefits Committee, and Wellness Committee
Meetings.
Responsible for contacting benefits vendors to set up new employee access and removing
terminated employee access to the vendor systems
Responsible for ordering office supplies
Collect and distribute mail for the benefits and other HR teams.
Maintain benefits information on the Intranet and external website.
Supports and helps manage events and special projects of the HR and benefits offices including the
annual benefits fair.

• Oversees and maintains the HR and benefits office teams' physical office space, ordering equipment
repairs and upgrades.
• Coordinates logistics of major events and may assist in the planning of events.
• Acts as a back up on the benefits line phones when needed.
• Performs other duties as assigned.