HR Benefits Coordinator - Facilities Services - UTK

Job Description

The position performs complex, specialized human resources duties in support of the HR Manager, Assistant HR Manager, and departmental supervisors and staff, with primary responsibility for personnel administration, timekeeping oversight, and HR process support. The role supports the application of established HR policies, procedures, and benefit programs by assisting supervisors and employees in resolving personnel and payroll-related matters within defined guidelines.

This position supports staffing and personnel management functions for over 675 employees, including coordination of benefits, performance evaluations, position and personnel actions, payroll and timekeeping changes, leave administration, and promotions. The position prepares and analyzes reports related to staffing levels, career progression and eligibility, certification requirements, leave balances, and payroll expenditures to support departmental planning and decision-making.

In addition, the position is responsible for administration of the departmental Commercial Driver's License (CDL) program, including maintenance of required records, coordination of drug and alcohol testing, and tracking of employee licensing and certification requirements to support adherence to applicable regulatory and program requirements.

The position regularly handles sensitive and confidential information and serves as a central point of contact for HR, payroll, and process-related matters in the absence of the HR Manager or Assistant HR Manager. The role also serves as the primary point of contact for Facilities Services employees requiring assistance with retirement documentation and related processes.

Responsibilities

• Employee Benefits:

  • Provides comprehensive written and verbal guidance to Facilities Services employees regarding benefit eligibility, enrollment processes, required documentation, and applicable deadlines.

  • Coordinates with University of Tennessee Payroll, Retirement and Benefits to research and respond to employee inquiries related to benefit coverage, costs, and plan options.

  • Assists employees with the completion and submission of retirement applications and facilitates communication with Tennessee Consolidated Retirement System (TCRS) to obtain benefit estimates and resolve retirement-related inquiries.

  • Collaborates with internal and external partners to coordinate and deliver educational sessions that inform employees of available benefit programs and resources.

  • Communicates benefit program information to employees, including eligibility, coverage options, and enrollment requirements for University and State-sponsored plans.

  • Promotes awareness and utilization of employee support programs, including Employee Assistance Program (EAP), Emotional Wellbeing Solutions (EWS), PerkSpot, Hinge Health, and other wellness initiatives.

  • Serves as a primary point of contact for employee questions regarding HR policies and programs, including Workers' Compensation, Family and Medical Leave, Sick Leave Bank, Paid Parental Leave, and other leave and benefit-related matters; provides guidance and facilitates referrals to appropriate central offices such as Risk Management and Human Resources.

  • Provides individualized support to employees during open enrollment periods, ensuring timely and accurate completion of benefit elections.

  • Develops and delivers the insurance and retirement components of Facilities Services new employee orientation, including detailed presentations on health, dental, vision, life, and disability insurance plans, as well as retirement plan options such as TCRS and ORP.

• Human Resource Functions:

  • Supports departmental adherence to established human resource policies, procedures, and employment requirements by assisting supervisors and employees with HR processes and related personnel matters.

  • Maintains official personnel files and records for staff and student employees in accordance with required retention standards and confidentiality practices.

  • Serves as a central point of contact for HR and payroll-related matters in the absence of the HR Manager or Assistant HR Manager, coordinating inquiries and assisting in issue resolution.

  • Assists departmental supervisors with the development and revision of position descriptions for submission to University of Tennessee Knoxville Human Resources for classification review; ensures documentation is complete and aligned with organizational structure and funding.

  • Reviews and validates budget alignment for new positions and position changes in coordination with departmental leadership.

  • Processes personnel transactions, including position creation and updates, employee status changes, additional pay requests, and terminations, utilizing both paper and electronic systems.

  • Maintains and updates tracking tools related to employee hires, terminations, leaves of absence, and position or personnel changes to support reporting and operational monitoring.

  • Provides support to hiring managers throughout the recruitment process, including posting and managing position searches in DASH and assisting with search committee coordination as needed.

  • Assists with onboarding activities, including coordination of new hire processes and providing guidance on HR procedures and required documentation.

  • Performs other related human resource duties as assigned.

• Employee Engagement Support:

  • Coordinates retirement recognition activities for Facilities Services employees retiring from the University, including scheduling and logistical support for retirement events.

• Payroll / Timekeeping Functions:

  • Provides oversight of departmental timekeeping processes in ADP, ensuring accurate supervisory reporting structures and making corrections to maintain proper approval workflows.

  • Conducts weekly reviews of employee time records to verify accuracy of reported hours and confirm supervisor review and approval of timecards; follows up with supervisors to resolve discrepancies as needed.

  • Performs final review and validation of payroll/time data and submits approved payroll information to the central payroll office for processing in accordance with established deadlines.

  • Reviews payroll and timekeeping reports (including check registers and distribution reports) to identify discrepancies and support accurate processing and reporting.

  • Provides guidance and support to supervisors and employees on timekeeping procedures, including system use, time entry, approvals, and leave accruals and balances.

  • Processes time and leave adjustments as needed, including correcting employee time records due to errors or system discrepancies, and coordinates with central HR/Payroll offices to resolve related issues.

  • Tracks leave usage, including Family and Medical Leave Act (FMLA), and assists with monitoring leave balances to support accurate payroll and reporting functions.

• Commercial Driver's License (CDL) Program Administration:

  • Administers and maintains comprehensive departmental records for all positions designated as requiring a Commercial Driver's License (CDL) as a condition of employment.

  • Maintains an accurate and current roster of CDL-required positions and incumbents to support program administration and required testing participation.

  • Reports and updates CDL driver counts and status information to the department's third-party administrator and/or National Toxicology Specialists (or applicable consortium) to ensure accurate inclusion in federally mandated random drug and alcohol testing pools.

  • Tracks CDL-related requirements, including license status, required documentation, and applicable renewal timelines.

  • Coordinates scheduling of required drug and alcohol testing in accordance with established departmental procedures and applicable external program requirements.

  • Maintains confidential CDL program files, including testing documentation, licensing verification, and all other relevant reports and required records, ensuring secure storage and appropriate record retention.

  • Monitors employee participation in required testing activities and conducts follow-up to ensure timely completion of all program requirements.

  • Serves as liaison with external testing vendors and program administrators to coordinate scheduling, reporting, and documentation submission.

  • Communicates CDL program requirements, testing notifications, deadlines, and documentation needs to employees and supervisors.

  • Supports supervisors and employees by communicating CDL program requirements and assisting with questions related to testing schedules, documentation, and eligibility to perform assigned duties.

  • Maintains tracking systems and reports related to CDL program requirements to support departmental awareness of employee status and upcoming deadlines.

Qualifications

Required Qualifications:

• Education:

  • High School Diploma or GED