Senior Benefits and Onboarding Specialist

Art and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges Foundation, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

Job Description:

Job Title: Senior Benefits and Onboarding Specialist
Reports to: People Services Director
FLSA Classification: Exempt

Location: Bentonville, Arkansas (On-site)

Art and Wellness Enterprises (AWE) supports operating non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

About The Position

The Senior Benefits and Onboarding Specialist is responsible for administering and executing employee benefits and onboarding programs across the AWE ecosystem, in partnership with People Services leadership. This role serves as the primary subject-matter expert and first point of contact for benefits-related requests, supporting health and welfare benefits, retirement programs, onboarding and orientation, leaves of absence, accommodations, and Workers’ Compensation across the ecosystem.

Serving as a hands-on specialist in a mission-driven, multi-entity environment, the Senior Benefits and Onboarding Specialist ensures benefits and onboarding programs are delivered accurately, consistently, and in compliance with applicable regulations. This role collaborates closely with People Services leadership, People Services Business Partners, and the Director of Wellness to support a positive team member experience throughout the employee lifecycle.

Essential Duties and Responsibilities

Benefits Administration

• Administer the day-to-day operations of employee health and welfare benefit programs, including group medical, dental, vision, flexible spending accounts, accident and disability coverage, life insurance, employee assistance programs (EAP), wellness benefits, and the 401(k) plan.
• Serve as a primary point of contact for team members seeking information regarding benefits programs, eligibility, qualifying life events (QLEs), enrollments, claims, and plan changes, providing timely, accurate, and professional support.
• Identify, investigate, and resolve benefits-related errors, eligibility discrepancies, file feed issues, and system or vendor data concerns.
• Ensure accuracy and integrity of benefit enrollments and eligibility data through ongoing audits, data quality checks, and reconciliation within the HRIS; provide accurate eligibility and billing data to carriers and vendors.
• Perform monthly carrier billing reconciliation, funding, and coordination of annual audits to ensure financial and data accuracy.
• Partner with Payroll and Finance to support accurate processing of employer contributions, payroll deductions, benefits funding, and related reconciliations.

Onboarding and Team Member Support

• Facilitate ecosystem-wide onboarding and orientation processes related to benefits enrollment, including paperless elections and system workflows.
• Administer and coordinate leave and benefits-related processes, including FMLA, ADA accommodations, Workers’ Compensation, and related benefit claims, in collaboration with People Services Business Partners, Payroll, and other internal stakeholders.
• Coordinate medical evaluations, documentation, and reporting requirements related to Workers’ Compensation claims.
• Ensure timely and accurate distribution of required government notices and benefits-related communications to team members.
• Deliver high-quality, consistent benefits and onboarding experiences by providing responsive service and fostering trusted relationships with team members across the ecosystem.

Compliance and Regulatory Oversight

• Manage the full lifecycle of the annual Open Enrollment process, including strategy, planning, team member communications, system configuration, testing, execution, and post-enrollment compliance review.
• Monitor and administer 401(k) plan activity, including enrollments, contributions, catch-up contributions, loan distributions, repayments, and annual non-discrimination testing.
• Audit internal and external compliance related to benefits programs in accordance with ACA, SECURE 2.0, ERISA, COBRA, IRS contribution limits, and other applicable regulations.
• Conduct annual and ad hoc audits of benefit programs to ensure compliance and support the preparation and maintenance of policies, procedures, and required documentation.
• Ensure accurate preparation and distribution of Forms 1095-C and other required benefits-related reporting.
• Stay informed of evolving employment and benefits laws, regulations, and best practices, and advise on their impact to benefits programs, including ACA, ERISA, COBRA, FMLA, ADA, Workers’ Compensation, Medicare, Section 125 Cafeteria Plans, DOL requirements, and other applicable regulations.
• Serve as an administrator for the E-Verify employment verification program.

Systems, Data, and Reporting

• Monitor configuration, testing, and updates within Workday HCM and Benefits modules to support accurate processing and compliance.
• Participate in system testing, quality assurance, and root-cause analysis for HRIS updates, enhancements, and integrations.
• Gather, analyze, and interpret data to support complex reporting, audits, and leadership summaries related to benefits and onboarding.
• Provide required reports to support payroll processing, benefits reconciliation, billing, and compliance activities.
• Maintain team member benefits-related records and documentation in accordance with established record retention and confidentiality requirements.
• Respond to and resolve assigned requests submitted through the Jira ticketing system and/or People Services email inbox in accordance with established service standards.

Partnerships and Continuous Improvement

• Develop and maintain positive and productive working relationships with insurance brokers, benefit carriers, third-party administrators, and external vendors.
• Partner with the People Services Director and Business Partners to analyze benefits, leave, accommodation, and workplace injury trends; identify risks; and communicate compliance concerns or improvement opportunities.
• Evaluate the effectiveness, utilization, and value of benefit programs and offerings; conduct research and provide recommendations for enhancements or improvements.
• Partner with the Director of Wellness to monitor and document performance of the medical self-funded insurance plan and related wellness initiatives.
• Support the Director of Wellness in planning, promoting, and executing benefits awareness and education initiatives across the ecosystem.
• Contribute to the development and maintenance of SOPs, playbooks, and documented workflows to promote consistency and efficiency across the ecosystem.
• Support preparation of requests for proposals (RFPs) for benefit vendors and programs, as needed.
• Participate in cross-training and cross-functional collaboration across the People Services department.
• Perform other duties as assigned.

Qualifications and Requirements

• Associate degree in business, human resources, organizational management, or a related field.
• 8+ years of progressive human resources experience, including at least 5 years of direct benefits administration, with demonstrated responsibility for supporting team members through benefits programs, onboarding processes, and related HR systems, preferably within complex, multi-entity or matrixed environments.
• Professional HR certification (e.g., PHR, SHRM-CP, and/or CEBS) strongly preferred.
• Comprehensive knowledge of HR best practices and applicable employment laws and regulations, particularly as they relate to benefits administration and onboarding.
• In-depth knowledge of 401(k) plan administration, including eligibility, enrollment, vendor coordination, and compliance considerations.
• Ability to read, interpret, and apply benefit plan documents, policies, and summary plan descriptions.
• Highly analytical and detail-oriented skills with the ability to interpret data, identify trends, and recommend process or program enhancements related to benefits and onboarding.
• Excellent communication (verbal, written, presentation) and relationship-building skills, with the ability to engage internal and external stakeholders.
• Confidence in conducting presentations and training sessions for diverse audiences, including large groups and senior or executive leaders.
• Demonstrated ability to build trust and effectively engage with team members on sensitive and confidential matters.
• Advanced proficiency in Microsoft Excel, Word, and PowerPoint, with working knowledge of digital meeting platforms (e.g., Teams, Zoom) and the ability to quickly learn new software applications.
• Proficiency with HR systems, data entry, reporting, and tracking tools.
• Demonstrated HRIS experience with Workday HCM and Benefits Modules strongly preferred.
• Familiarity with payroll processes and systems, particularly as they relate to benefits deductions, eligibility, and data accuracy.
• Demonstrated ability to manage priorities autonomously and make informed, timely decisions in dynamic, deadline-driven environments.
• High level of professional integrity and the ability to handle sensitive information and situations with discretion.
• Ability to work both independently and collaboratively within a multidisciplinary team and cross-functional environment.
• Ability to thrive in a fast-paced and innovative environment where change is constant.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with internal team members in a professional and courteous manner. Some travel may be required, including overnight trips on occasion. A flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Art and Wellness Enterprises, LLC is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. 

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and a background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.