Benefits Specialist

The Benefits Specialist is a hands-on, detail-driven role responsible for the accurate, timely administration of Chapman University’s employee benefits programs — spanning enrollment, eligibility, tuition remission, and retirement processing.

Reporting to the Senior Benefits Manager, this role requires precision, sound judgment, and a strong customer-service orientation, as the Specialist is often an employee’s first point of contact for benefits questions and transactions. 

Serve as a primary resource for employees with benefits and retirement plan questions, providing guidance on enrollment, plan policies, eligibility, and contributions.

Chapman University’s mission is centered on serving our students and strengthening our campus community. Chapman believes there is significant value in an in-person workforce. Being present fosters collaboration, strengthens relationships across departments, enables us to better serve our co-workers and contributes to the student experience. It is an important part of the culture that makes Chapman a special place to work and learn.

Responsibilities

Benefit Administration

• Process new-hire enrollments, terminations, benefit election changes, and qualifying life events (marriage, birth, divorce, loss of coverage), verifying supporting documentation for compliance.
• Verify eligibility for employees and dependents in accordance with plan rules and applicable regulations.
• Audit benefit enrollments for accuracy, proactively identifying and resolving discrepancies.
• Support all open enrollment activities

Retirement Plan Administration

• Process retirement plan enrollments, changes, loans, hardship withdrawals, and distribution requests, coordinating with the plan vendor and ensuring compliance with plan documents and IRS regulations.
• Monitor employee contributions, employer match calculations, and vesting schedules for accuracy; reconcile contribution files and payments with the plan recordkeeper on a regular basis.
• Support annual compliance activities, including nondiscrimination testing, 5500 audit preparation, and required employee notices.

Ancillary Benefits

• Perform tuition remission data entry and processing in accordance with university policy.
• Support processing biweekly and monthly insurance carrier data feeds, ensuring accuracy and timely transmission.
• Verify, audit, and reconcile benefit invoices and process payments on schedule.
• Prepare and process payroll deduction forms, partnering with Payroll to ensure accuracy and timely corrections.

Employee Support & Records

• Conduct proactive outreach to employees on leave of absence regarding benefit premiums and payment arrangements.
• Maintain accurate, well-organized, audit-ready benefit records and documentation.
• Partner with brokers and carriers to resolve employee issues and discrepancies.
• Respond to employee inquiries in accordance with university standard operating procedures and compliance with federal and state regulations escalating complex issues as needed.

Required Qualifications

• Associate degree or equivalent combination of education and experience required.
• Minimum of two years’ experience in benefits administration.
• Working knowledge of health and welfare benefit plans, eligibility rules, and enrollment processes.
• Familiarity with retirement plan enrollment processes (e.g., 403(b)/401(k)) preferred.
• Strong organizational and time-management skills, with the ability to multitask, prioritize, and work independently or as part of a team to deliver a seamless employee experience.
• Communicates with empathy, professionalism, and sound judgment, ensuring consistent follow-through.
• High degree of accuracy and attention to detail; exercises discretion and maintains confidentiality with sensitive information.

Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities.

Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.