Benefit Administrator

Louisville, United States

POSITION TITLE: Benefit Administrator

LOCATION: Louisville, KY

STATUS: Full Time, Salary, Exempt

PROGRAM: Human Resources

REPORTS TO: HR Director

INTRODUCTION:

Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We provide housing for families, veterans, and low-income seniors. We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education. When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements.

BENEFITS:

Volunteers of America Mid-States, offers a rich and robust benefits package the supports a healthy work life balance, which include the following:

Health and Wellness
Employee Assistance Plans (EAP)
Health and Wellness Program
Medical Coverage
Dental Coverage
Vision Coverage
Flexible Spending Account
Health Spending Account
Short Term Disability
MetLife Legal Plans

Financial Wellbeing
Competitive Compensation Packages
Life Insurance (company paid)
403b retirement plan with company fund matching
Employee discounts

Loan forgiveness options through federal programs

(National Health Corp & Public Service Loan Forgiveness)

All company paid benefits and paid time off effective day one

Work Culture
Commitment Committee
Justice Committee
Integrity Committee
Compassion Committee
Retention Committee

JOB SUMMARY AND QUALIFICATIONS:

The Benefits Administrator leads the planning, administration, oversight, and strategic development of the organization’s employee benefits portfolio. This role ensures compliance with all federal, state, and local regulations; delivers high-quality customer service to employees; partners with leadership to recommend benefit strategies; and manages vendor relationships to control costs and enhance offerings. The position requires strong technical, analytical, and project management skills.

WHAT YOU SHOULD HAVE:

Bachelor’s degree in Human Resources, Business Administration, Finance, or related field (or equivalent experience).

Professional certifications preferred: SHRM-CP / SHRM-SCP, CEBS (Certified Employee Benefit Specialist), or similar.

Minimum of 5 years of progressive experience in benefits administration, ideally including work with multiple lines of benefits (medical, ancillary, retirement).

Prior experience in a nonprofit or mission-driven organization is strongly preferred.

Meticulous attention to detail, strong organizational and time management skills, ability to manage competing priorities.

Ability to maintain confidentiality, act with integrity, and work independently.

Comfort with change and continuous improvement — proactive in recommending enhancements

RESPONSIBILITIES:

Benefits Strategy & Program Design

Partner with HR leadership and leadership team to design, review, and optimize benefits strategies aligned with organizational goals and budget.

Research, benchmark, and analyze competitive benefits programs and vendor offerings.

Vendor & Contract Management

Serve as the primary liaison with benefits carriers, TPAs, brokers, consultants, and third-party administrators.

Review plan documents, and monitor vendor performance.

Ensure accurate flow of data between internal systems (HRIS/payroll) and vendor systems, including enrollment files, eligibility updates, terminations, etc.

Benefits Administration & Operations

Oversee day-to-day administration of all benefit programs (medical, dental, vision, life, disability, FSA/HSA, voluntary benefits, wellness, 403b, etc.)

Process enrollments, changes, terminations, life event changes, beneficiaries, claims, appeals, and communications.

Maintain benefits databases, employee records, and documentation (e.g., Summary Plan Descriptions, SPD updates).

Prepare plan audits, actuarial data, cost projections, utilization reports, and renewal analyses.

Compliance & Reporting

Ensure ongoing compliance with applicable laws (ACA, ERISA, FMLA, ADA, HIPAA, Section 125, ERISA, DOL, IRS, state and local regulations).

Stay current on changes to laws and regulations; recommend and implement process or plan changes accordingly.

Audit vendor invoices, reconcile discrepancies, and approve payments.

Communication, Training & Engagement

Lead benefits communication efforts: open enrollment materials, benefit guides, webinars, new-hire orientations, benefit fairs, FAQs.

Provide training and counsel to HR staff, managers, and employees on benefit matters.

Act as a subject matter resource for employee benefit questions, resolve escalated issues, and ensure high customer satisfaction.

Budgeting & Cost Management

Develop and manage the benefits budget and forecasting models.

Monitor claims experience, trend data, cost drivers, and financials; propose cost containment strategies (e.g., plan design changes, wellness programs, self-funding options).

Analyze and recommend stop-loss coverages, reserve strategies, and financial risk mitigation

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

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