Item 9.D-June 14, 2013 ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures. Questions - call UNR Faculty HR at 682-6114 INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions. Incumbent(s) Name (if applicable): Vacant Position #(s): 10823 Current Title: Manager, Benefits Current Range: 4 (JCC:76666;E) Department: College/Division: AVP, HR / Vice President, Business Center North – Human Resources Administration and Finance Account #(s): 1101-104-0401; 1200-104-0602; 11901-104-0609 Action Proposed: (check all that apply) ( ) New position: Proposed Range: Proposed Title: ( ) Title Change, Proposed Title: ( ) Proposed Reassignment from Range to Range (X) Revised PDQ only (no change in range or title) JCC (Current ( ) Line of Progression (show titles below) or new HR Range: assigned): I certify that the statements in this description are accurate and complete to the best of my knowledge. ____________________________________________________________ Employee’s Signature __________________ Date I/we have reviewed the statements in this form and they accurately reflect the job assignments. ____________________________________________________________ Immediate Supervisor’s Signature Tim McFarling, AVP, HR __________________ Date ____________________________________________________________ __________________ Director/Chair/Dean Ron Zurek, Vice President, Administration and Finance Date Approved for Salary Placement Committee review. ____________________________________________________________ __________________ Pres / Vice Pres / Vice Prov Signature Ron Zurek Date Vice President, Administration and Finance Action Approved by the Provost/President (Completed by Faculty HR): 76666 Range: 4 Pos #(s): 10823 JCC: EEO: 3D Eff: 6/1/2013 Approved Title: Manager, Benefits Employee signs on “final” stamped approved PDQ and sends to HR for personnel file. Employee Signature:_______________________________________________ __________________ Date Printed Name: ____________________________________________________ Rev: 10/1/2012 Position Description – Manager, Benefits Page 2 1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is used for advertisement of the position.) The Manager, Benefits, is directly responsible for coordinating the Business Center North (BCN) Benefits and Leave Program functions. These services currently include, but are not limited to, the Section 125 program, faculty retirement (RPA) program, Public Employees’ Retirement System (PERS) program, tax-sheltered annuity program, deferred compensation program, retiree medical insurance, Employee Assistance Program (EAP), Public Employees’ Benefits Program (PEBP) and supplemental insurance programs. The position provides retirement counseling for University of Nevada, Reno (UNR) and BCN employees. The individual oversees Family and Medical Leave Act (FMLA), sick and annual leave programs for faculty and classified staff as well as classified staff catastrophic leave and leave audits. The benefits and retirement services span six northern campuses under the Nevada System of Higher Education (NSHE) and many policy updates and interpretations have system-wide impacts and ramifications. The position is responsible for staff supervision and reports to the Assistant Vice President, Human Resources. 2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage first with heading and then bulleted information). 40% - Administrative Processes Oversight Coordinate and oversee administrative processes connected with the benefits functions for the six northern NSHE campuses Oversee the processing of billings and reconciliations, signing retirement withdrawal paperwork and general administrative functions As plan administrator, process all BCN retirement paperwork Has signature authority for retirement withdrawal paperwork (appointed by the Chancellor) Survey employees to determine the effectiveness of programs and presentations and to determine the overall quality service of the benefits program Initiate new Requests for Proposal and bid process for various benefit products Review policies and enacts changes to maintain compliance with current state and federal laws and regulations governing benefits programs Investigate enhancements to the benefits program Ensure the accuracy of information on the BCN and UNR Benefits Websites Serve as the liaison between benefits vendors and BCN campuses Oversee campus educational programs and presentations, relaying vendor changes and updates to BCN HR offices and employees, and serve as the plan administrator for the BCN which includes notifying the vendors of changes and working with the vendors to implement changes to plan design, etc. Organize educational and informational seminars and fairs for each of the BCN campuses Provide specific educational seminars to employees to meet the primary needs of each individual campus and improve the quality service of the programs Provide counseling to both faculty and staff at the six northern campuses on a variety of benefits programs as described above and act as liaison between employee and State agency and/or program vendor where deemed necessary; consultations may be in a one-on-one setting or in the form of group presentations Position Description – Manager, Benefits Page 3 25% - Classified and Faculty Leave Administration Oversee FMLA for the classified staff for the BCN campuses and UNR faculty Oversee the classified catastrophic leave program at UNR which includes rule interpretation, training and development, working with the Department of State Personnel, approval and signature authority for UNR Catastrophic Leave, and attending hearings on behalf of UNR regarding Catastrophic Leave appeals Participate in resolving complex leave situations by working with Employee Relations, leave keepers, and other departmental and BCN campus HR offices 20% - Primary Contact for BCN Human Resources Benefits Offices Provide training, counseling, and service directly to six northern campuses which includes the preparation of notifications and policy changes to the Human Resource offices regarding benefit programs and changes to those programs Serve as the primary contact to disseminate new information, policies, and update to administration, departments, BCN institutions and employees Provide assistance to the BCN campuses for retirement counseling; e.g., administrative signature authority on distribution/rollover paperwork for each vendor, institutional liaison to faculty retirement vendors, and other related functions as assigned 15% - Supervision Supervise Benefits staff, who provide support for UNR and BCN benefits functions including the processing of all new hire paperwork, orientations, and vendor billings Provide general supervision of duties such as performance standards and evaluations, etc. Develop and submits reports of UNR benefits quantitative data and assume an active role in assisting the UNR staff in gathering and analyzing this data for opportunities to improve and enhance processes and procedures 3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or the university as a whole. Level of Freedom: Decisions and judgments made are in the nature of unusual circumstances, and involve reconciling incomplete or conflicting data utilizing interpretive skills and analysis. The incumbent independently resolves complex issues by interpreting policy, regulations and statutes. Policy exception recommendations are presented to senior management for final approval. The incumbent consults with the AVP, HR on long-term strategic planning for benefits functions. Impact: The benefit programs are governed by employer policy and by state and federal law, thus the decisions and judgments of the incumbent are of significant consequence to the employer and to the employee. The decisions and judgments rendered by the Benefits Manager impact large numbers of employees on a long-term and/or continuing basis. The benefit programs that the Manager administers are essential to the recruitment and retention of faculty and staff. Failure to perform could result in employee dissatisfaction, violation of state and federal law and civil litigation. Position Description – Manager, Benefits Page 4 4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and innovation) essential to successful performance of this job (in bullet format). Knowledge of: Current principles and practices of benefits administration, with particular reference to insurance and retirement practices, programs and procedures, FMLA and leave administration Benefit plan design and administration Federal law as related to position, i.e., Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) Skills: Superior communication skills, both oral and written, including group presentation skills Supervision Decision-making and problem-solving skills Customer service skills Conflict resolution Ability to: Administer unit goals and objectives, and ensure that resources are available to fulfill assignments Interpret policy, following established guidelines, university policy, NSHE directives, and applicable state and federal law Approach job task accomplishment that values teamwork and the principles of continuous quality improvement Maintain confidentiality of sensitive information 5. Describe the type of personal contacts encountered in performing the duties of the job. Explain the nature and purpose of these contacts: i.e., to provide services, to resolve problems, to negotiate. Internal Administrators Faculty and staff NSHE system office and other institutions External Public Employee Retirement System and Public Employee Benefit Program Vendors Reason for Contact To apprise of changes and enhancements to benefits programs and to resolve specific employee issues related to benefit issues To communicate benefits information and to advise on the applicability of benefit programs to the employee’s specific situation To coordinate and evaluate potential and current programs. To resolve common issues with vendors Reason for Contact To resolve and clarify benefit issues To seek out new programs, enhancements and resolve issues with administration of products Position Description – Manager, Benefits Page 5 6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the qualifications of the incumbent. a. Minimum educational level, including appropriate field, if any. Bachelor’s Degree from a regionally accredited institution b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position. Bachelor’s Degree and five years, or a Master’s Degree and three years, of professional experience in employee benefits, payroll administration, or as a human resources generalist Preferred Licenses or Certifications: Senior Professional in Human Resources (SPHR) Professional in Human Resources (PHR) Certified Benefits Professional (CBP) c. Indicate any license or certificate required for this position. None