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Benefits Administrator

The Aspen Institute

The Aspen Institute

Accounting & Finance
Washington, DC, USA
Posted on Saturday, June 22, 2024


Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.


The Benefits Administrator will be responsible for coordinating all company sponsored benefit plans including life, health, dental and disability insurances, 403(b) and 457(b) retirement plans, flexible spending accounts, voluntary benefits and all employee leave programs such as vacation, sick leave, leave of absence, short and long-term disability, workers’ compensation, FMLA, parental leave and unemployment in compliance with federal and state regulations.

Reporting to the Director of People & Strategic Operations on the People & Culture team, the salary range is $72,000-$85,000 per year. The role is based at The Aspen Institute’s Washington D.C. headquarters, with an in-office expectation of a minimum of twice a week to collaborate with colleagues.


Benefits Planning and Administration

  • Support new employees with enrollment and process status changes in all benefit plans including medical, dental, life and AD&D insurance, long-term care, flexible spending plans, COBRA and retirement plans

  • Effectively use UKG and other vendor benefits systems to update and manage benefit enrollment and termination process; troubleshoot any issues and work with HR Project and Systems Manager and vendor to resolve issues

  • Maintain employee benefit files and establish electronic goals and deductions in HRIS

  • Organize annual open enrollment for health and dental insurance, flexible spending accounts and other benefits, coordinating closely with HRIS open enrollment specialists to establish the portal

  • Responsible for the bi-weekly retirement fund remittance

  • Assist and monitor FMLA, disability and workers compensation claims

  • Regularly attend benefits and other industry events to stay abreast of trends and regulatory requirements. Educate team members regarding trends and innovations in the market.


  • Notify employees of retirement annuity eligibility upon completion of anniversary dates

  • Work with Director of People and Strategic Operations to develop communication concerning benefit plan updates and/or changes to employees

  • Provide employees with annual benefits statements

  • Respond to benefit inquiries via e-mail, phone or in-person and resolve a variety of benefit-related issues in a timely and accurate manner

  • Provide employee’s leave spreadsheets pertaining to leave of absence, maternity or disability leaves; work with UNUM to implement FMLA administrator function.

Relationship Management

  • Partner with the payroll department for systems set up for any annual benefits plan design changes

  • Process and reconcile monthly billing invoices to various benefit vendors, comparing against enrollment data in HRIS with final approval from the finance team

  • Chair employee benefits committee, working with benefits broker to establish agenda and provide follow up to members as necessary; research additional methods to keep committee members engaged throughout the year.


  • Keep abreast of changes in the benefits field to maintain compliance to ensure the Institute benefit plans and practices satisfy applicable federal, state, and local laws and regulations

  • Complete yearly notices and other documents as required as it pertains to the ACA, COBRA, HIPAA, ERISA, FMLA as well as Medicare (i.e., fee disclosure, PCORI, 1095-C year-end documents)

  • Be aware of state leave laws and coordinate with payroll team as laws develop/change to update UKG payroll system for appropriate deduction and/or tracking.

Analysis & Reporting

  • Develop, maintain, and submit timely annual and ad hoc benefit reports as requested such as the 5500, highly compensated spreadsheet, and fulfill payroll and retirement auditor requests

  • Assist director in evaluating and comparing existing employee benefits with those of other employers by analyzing other plans, surveys, and other sources of information.

Onboarding and Offboarding

  • Lead bi-weekly new hire HR benefit orientation sessions, in close coordination with other HR team members; participate in monthly and quarterly orientation sessions as needed

  • Conduct benefit exit interviews as well as prepare documents for continuation of benefits.

Human Resources Administration

  • Work closely with HR Project and Systems Manager to ensure electronic PAF process is successful and that managers are equipped to accurately submit PAFs

  • Serve as a back-up to other members of the People & Culture team as needed

  • Document benefit processes to be included in standard operating procedures manual.


  • Five+ years of direct benefits administration experience. Certified Employee Benefits Specialist (CEBS)/Professional Human Resources (PHR) certification a plus

  • Thorough knowledge and understanding of benefits laws, rules, and regulations of COBRA, HIPPA, FMLA, ADA, ERISA, and Workers’ Compensation etc.

  • Ability to ensure compliance with applicable government regulations

  • Experience with HRIS, particularly UKG, system strongly preferred with proficiency of the MS Office Suite including Excel

  • Excellent verbal and written communication skills with the ability to provide superior customer service

  • Must be detail-oriented, well-organized, and have the ability to set priorities

  • Excellent analytical skills needed to define problems, determine alternatives and present solutions

  • Ability to work effectively with employees in solving confidential and complex benefit-related matters

  • Ability to work in a team environment.


The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.?

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.