Benefits Specialist

This position provides accurate, timely, and comprehensive supplemental retirement benefit information to institutional HR professionals and employees to assist audiences in understanding UW 403(b) Supplemental Retirement Program benefits eligibility, selection, and enrollment rules.

• Receives, responds to, and resolves complex employee supplemental retirement benefits questions, feedback and problems from employees, HR leadership, and campus partners through various mediums, including the ticketing system

• Advises current and prospective employees and HR and benefits staff on 403(b) SRP benefit eligibility, options, and applicable timelines according to established policies and procedures

• Research UW 403(b) SRP eligibility and enrollment rules, plan documents, contract statutes, and administrative codes to provide correct benefit resources and materials to human resources professionals and employees

• Receives, processes, and audits benefit enrollments and changes according to established policies and procedures

• Develops and facilitates employee UW 403(b) SRP and financial wellness benefit trainings and associated resources and materials, including articles and the information on the UW 403(b) Program webpage

• Serves as a unit subject matter expert and liaison to internal and external stakeholders providing complex benefit information

• Identifies opportunities for operational improvements and recommends changes

This position assists the UW 403(b) Program Administrator with program problem resolution and program monitoring; in achieving continuous programmatic administrative improvements/ efficiencies; and with communicating pertinent information to stakeholders regarding the UW 403(b) SRP. Responsibilities include 403(b) Program benefit education, outreach to UW System institutions, meeting with internal and external clients regarding specific event or campaign material development and helping support the UW 403(b) SRP Advisory Committee by researching, drafting, copying, and distributing meeting materials as assigned, and taking meeting minutes.

The individual in this position must use independent judgment, initiative, and excellent human relations and problem-solving skills in the application of established procedures. Strong communication, integrity and attention to detail are crucial for this role. The individual in this position must be available to provide coverage for the office Monday through Friday, during standard business hours, which are typically from 8:00 am to 4:45 pm.

• Collaborate with institutions, UW Service Center, 403(b) investment companies and employees in resolving issues, answering UW 403(b) Program questions, calculating contribution limits, confirming, and assisting with enrollments, reporting termination dates to companies, and ensuring compliance with federal laws and plan guidelines.
• Coordinate with payroll and benefits staff, UW Shared Services, and recordkeepers to support accurate processing and reconciliation of UW 403(b) Supplemental Retirement Program contributions and payroll deductions.
• Assist in researching and resolving payroll deduction, contribution, and participant account issues to support accurate and timely plan administration.
• Coordinate and assist in system wide meeting/conference planning and preparation, including in-person and virtual formats. Provide support to the UW 403(b) SRP Advisory Committee by assisting with arranging meetings, preparing, and distributing meeting materials, researching issues, and providing written reports and summaries and preparing meeting minutes.
• Work with UW institutions and SRP recordkeepers to ensure links on websites are up-to-date and information about the 403(b) Program is current, comprehensive, and correct.
• Work with stakeholder groups on educational initiatives to address the needs and interests of UW employee groups regarding the UW 403(b) SRP. This activity includes defining target groups and appropriate communication techniques, setting timelines, and expected outcomes, creating required materials, and coordinating with other staff and with providers, as appropriate.
• Work collaboratively to revise and develop documents for proper administration of the 403(b) SRP including, but not limited to, contact lists, manuals, training materials, business process documentation for proper administration of the UW 403(b) SRP, propose plan modifications, as needed.
• Assist with 403(b) enrollment promotion campaigns, under the direction of the 403(b) Plan Administrator and in collaboration with vendors and institutions, to educate participants about the UW 403(b) SRP.
• Work collaboratively with the UW 403(b) Program recordkeepers, the Plan Administrator, and others to resolve contractual and administrative issues.
• Request information from various sources, including queries, collect and tabulate materials/data gathered, and assist in preparing reports for various audiences as necessary.
• Perform duties with professional demeanor, tact, diplomacy and with a customer-service focus.
• Assist with other duties, as assigned.

The Office of Trust Funds is in search of a dynamic individual to join our team. This position primarily supports the programmatic functions of the UW 403(b) Supplemental Retirement Program (SRP) within a team environment and works collaboratively with Trust Funds staff, staff at the Universities of Wisconsin, UW Shared Services, UW 403(b) SRP investment company representatives, consultants, outside financial planners, and other stakeholders to achieve UW 403(b) SRP objectives. This position reports to the UW 403(b) SRP Administrator. 

The Benefits Specialist (Job Profile Title: Benefits Specialist I (Inst)) is considered a full-time, academic staff position that is salaried and FLSA exempt. Well-qualified candidates can expect a starting annual salary within the range of $58,000. – $68,000, commensurate with the candidate's education, related experience, and qualifications. 

• Associate degree from an accredited institution. An equivalent combination of education, training and experience will be considered.

• Minimum of three years of professional experience with computers in a Microsoft office environment and using basic office equipment.

• Ability to process, protect, and exercise discretion in handling confidential information and materials.

• Demonstrated ability to work with or to learn and master computer technology/software programs, including website utilities software, such as WordPress.

• Experience with a benefits enterprise resource planning (ERP) system (e.g., PeopleSoft, Workday, SAP, etc.).

• Knowledge of data querying, reporting, and analysis techniques used to support administration and operational decision-making.

• Ability to establish and maintain effective working relationships with all stakeholders and work in a team environment utilizing advanced problem-solving skills, tact, and conflict resolution techniques.

• Exceptional attention to detail. Ability to research and analyze complicated issues and materials with the ability to present clear and concise summaries or, arrive at effective and workable solutions.

• Excellent communication skills, both verbal and written. Ability to create professional documents, presentations, emails, and communication memoranda.

• Ability to effectively organize and prioritize work as well as manage multiple priorities, projects, and deadlines.

• Knowledge of the Wisconsin Retirement System (WRS), investment concepts, and financial planning basics

The office location is 780 Regent St., Madison, WI.  An in-office requirement is expected three days per week with the option to work the remaining days off-site/remote. A telecommuting agreement will need to be completed at the time of hire. Telecommuting agreements are subject to change at any time.

Conditions of Employment:

The Universities of Wisconsin will not sponsor a work visa for this position at the time of hire or anytime during employment. All persons hired will be required to verify identity and eligibility to work in the United States and complete the required Employment Eligibility Form I-9 upon hire. 

Applicant screening will begin immediately and be ongoing through July 19, 2026. However, applications may be accepted until the position has been filled.  To receive full consideration, applicants are required to apply online and provide in PDF format a Resume and Cover letter addressing your experience and education as it applies to all minimum and preferred qualifications.

Questions may be addressed to [email protected]

If you need to request an accommodation because of a disability, you can find information about how to make a request by contacting [email protected]. 

This offer of employment is conditional pending the results of a criminal background check and a reference check process that includes questions regarding employee misconduct, sexual violence, and sexual harassment. If you have prior work history within the past 7 years with the Universities of Wisconsin, your personnel file will also be reviewed for employee misconduct. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on, before, or after the effective date of appointment.   

The Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7). 

Universities of Wisconsin employees receive an excellent benefits package. To learn more about the benefits package, review the Faculty, Academic Staff & Limited Appointees  or University Staff   Please see this link for total compensation information: Universities of Wisconsin Health & Retirement Contributions Estimator to provide you with total compensation information. 

The Universities of Wisconsin provides statistics on campus crime in its Annual Security Report.  For more information on university campus statistics see https://www.wisconsin.edu/compliance/clery/.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.