Benefits Specialist - California Institute of Integral Studies

Location: San Francisco, CA Category: Staff Positions Posted On: Mon Aug 4 2025 Job Description:

POSITION SUMMARY

The Benefits Specialist is responsible for the day-to-day administration of employee benefits programs for faculty, staff, and student employees. This position ensures compliance with federal, state, and local regulations?including the San Francisco Health Care Security Ordinance (HCSO)and provides exceptional support to employees on benefit-related matters. The role includes processing enrollments, managing vendor relationships, supporting leave administration, maintaining records and systems, and overseeing the San Francisco Medical Reimbursement Account (MRA) program. The Benefits Specialist will also cross-train with payroll and serve as a backup for payroll processing as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Benefits Administration & Employee Support (40%)

• Administer and process benefits including medical, dental, vision, life, disability, retirement, tuition remission, and other voluntary plans.
• Manage enrollment, changes, and terminations in HRIS and vendor systems.
• Serve as the primary administrator of the San Francisco Medical Reimbursement Account (MRA), including:

o Ensuring eligibility and enrollment of covered employees.
o Issuing and tracking contributions.
o Responding to employee questions and supporting claims processing.
o Ensuring compliance with the San Francisco Health Care Security Ordinance (HCSO) and preparing all required notices.

• Support new hire orientations and open enrollment presentations.
• Respond to employee questions with a high level of service, discretion, and confidentiality.

2. Vendor and System Coordination (20%)

• Coordinate with external benefits vendors and third-party administrators.
• Resolve employee benefit issues, including claims escalations and troubleshooting eligibility concerns.
• Assist in vendor renewals and benefit changes.
• Maintain benefits modules in the HRIS; ensure data integrity across systems.

3. Compliance, Reporting & Audits (15%)

• Ensure compliance with ERISA, COBRA, HIPAA, ACA, FMLA, CFRA, and other applicable laws.
• Administer compliance with San Francisco HCSO, including the MRA program and related filings.
• Generate and distribute legally required notices and disclosures.
• Assist with annual benefits audits, ACA reporting (1095-C), and nondiscrimination testing.
• Maintain accurate and complete benefits files and documentation.

4. Leave of Absence and Accommodation Coordination (10%)

• Coordinate leaves of absence (e.g., FMLA, CFRA, parental, disability, personal) and ensure benefit continuation during leaves.
• Track leave usage and communicate status with employees and supervisors.
• Maintain documentation related to leaves and accommodations.

5. Cross-Functional Collaboration & Payroll Backup (10%)

• Cross-train with the payroll team to understand payroll processing procedures, systems, and schedules.
• Serve as a backup for payroll processing during absences or peak periods to ensure continuity of operations.
• Collaborate with payroll to ensure correct benefit deductions and resolve discrepancies in a timely manner.

6. Communication, Education & Process Improvement (5%)

• Draft and maintain employee-facing benefits materials including guides, FAQs, intranet content, and training materials.
• Identify opportunities to improve benefits processes and employee understanding.
• Participate in initiatives to enhance employee wellness and engagement.

Professional Development

• Maintains a current understanding of Federal, State, local, and University laws, regulations and guidelines governing human subject research; attends educational and professional seminars as required to stay current in areas related to human subject research compliance.
• Attend workshops and conferences related to job responsibilities as staff development funds allow.
• Advise HRRC and ORAS colleagues on developments in human subjects research protection and make recommendations for actionable items when appropriate.
• Engage in leadership opportunities and committees and other service work within ORAS, University, and external professional groups.

Job Requirements:

Required Qualifications and/or Experience:

• Bachelor's degree in Human Resources, Business Administration, or related field; equivalent combination of education and experience may be considered.
• 2-4 years of experience in employee benefits administration, or equivalent experience in a higher education organization.
• A minimum of three years professional administrative experience a mid-size private non-profit university.
• Experience administering or supporting local compliance programs such as San Francisco's HCSO/MRA is strongly preferred.
• Prior experience or willingness to be trained in payroll systems and processing is required.
• Familiarity with HRIS systems; experience with Paychex and Colleague is a plus.

Knowledge, Skills, and Abilities

• Working knowledge of benefits compliance requirements including ACA, COBRA, ERISA, FMLA, HIPAA, CFRA, and HCSO.
• High attention to detail and accuracy with benefits and payroll data.
• Strong communication and customer service skills, with the ability to explain complex information clearly.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite and data management tools.
• Training or coursework in payroll processing and compliance a plus.

Performance Indicators

• Timely and accurate processing of benefit enrollments and changes.
• Effective management and compliance of MRA/HCSO program.
• High levels of employee satisfaction with benefits support.
• Accuracy and timeliness of payroll processing when serving as backup.
• Minimal compliance errors or reporting issues.

Location/Schedule

Full time/40 hours week. Hybrid with remote days possible

Additional Information:

WAGES AND BENEFITS

$80,000 - $84,500

NOTES TO CANDIDATE

• Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

At the California Institute of Integral Studies (CIIS), we are dedicated to fostering a culture of inclusion and belonging, guided by our Seven Commitments. We value the diverse experiences, perspectives, and identities within our community and strive to create and maintain environments that are inclusive, equitable, accessible, and welcoming for all.

As an Equal Opportunity Employer we are committed to providing an open, fair, and non-discriminatory environment for all individuals, in accordance with all applicable federal, state, and local laws. This commitment extends to all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and other terms and conditions of employment.

CIIS actively seeks to recruit and retain individuals who bring a broad range of cultural backgrounds, languages, and life experiences that enhance our institutional mission and values.