Plan Administration Manager

5 months ago

Oakville, Canada Operating Engineers Benefits Administration Corporation (OEBAC) Full time

**Job Profile**:
Under the direction of the Executive Director, the Plan Administration Manager (Actuarial Associate) will be responsible and accountable for managing the day-to-day administration of the various plans (i.e. pension, benefit & other) including performing high-level actuarial/plan calculations, coordinating the day-to-day work tasks of the department support staff, tracking departmental KPIs, acting as the final point-of-contact for any elevated departmental or member issues, oversight of systems to ensure necessary updates and upgrades are implemented, implementing innovative metrics and systems to foster continuous improvement, and offsetting/performing other pension and benefits administration related duties in support of seamless departmental management.

**Job Responsibilities / Duties**:
1. To oversee the day-to-day administration of the various plans under the ultimate direction of the Executive Director by:

- Auditing, performing and validating all pension calculations including for system generated calculations as well as any flagged complex cases and Family Law Valuations;
- Collaborating with the CFO and Plan Actuary to help overseeing the pension contribution process and any related funding or legal/compliance/payment deadlines between applicable partners;
- Overseeing the day-to-day administration of the pension plan, life & health benefits plan, sub-plan and group legal plan (and any/all other plans that may exist or emerge in future) including the general overseeing of claim processing activities such as medical, dental, vision, life insurance, etc.;
- Overseeing the preparation of a variety of pension and life/health benefits related documents for the purposes of documenting activities and issues, meeting compliance requirements, and providing audit references;
- Ensuring the timely creation and maintenance of plan member records through weekly spot-audits and the generation and review of system error reports;
- Coordinating the timely enrolment and administration of new plan members or member contractors and ensuring timely payments are made to beneficiaries when due;
- Providing recommendations to the Executive Director surrounding emerging pension and benefits issues and trends, and recommending ongoing continuous improvement and professional development solutions that would benefit overall plan administration quality;
- Coordinating the supervision, performance management, and training of the departmental support staff;
- Coaching and mentoring departmental support staff through technological and process advancements and promoting a future-forward and efficiency-focused mindset within departmental operations;
- Ensuring departmental support staff are properly digitizing, entering and filing all incoming member paperwork they receive in a timely manner, so member profiles are appropriately up-to-date;
- Facilitating regular team meetings to deliver plan and procedural updates, performance trends and expectations, best practice coaching, and staff recognition;
- Acting as an intermediary between other department managers, Area Supervisors, Business Representatives, Organizers, etc. and the pension and benefits administration department support staff in terms of receiving, prioritizing and delegating task assignments under the ultimate direction of the Executive Director.

2. To develop pension and benefits metrics and systems focused on continuous improvement by:

- Ensuring compliance with all relevant laws, regulations and company policies/procedures and any changes thereto;
- Interpreting applicable legislation and analyzing its impact on the plans and providing policy guidance to OEBAC’s Executive Director to help resolve escalated issues;
- Partnering with I.T. as needed to ensure the plan administration systems embrace and support seamless member self-serve utilization and enhance plan member understanding of their coverages;
- Partnering with other departments on the delivery of pension and benefit related campaigns and health programs to help reduce the impact and cost of chronic illnesses and other high-cost claims on the financial wellbeing of the plans;
- Flagging any possible gaps or areas for improvement within the plans based on member feedback and benchmarking comparative to industry standards;
- Continuously identifying and tracking innovative new products and software/technologies within the industry that can contribute to operational improvement within the context of pension and benefits administration and flagging them to the Executive Director for review and feedback;
- Acting as the main point-of-contact for plan administration related vendors and evaluating defined key performance indicators for said vendors to ensure consistent administration is upheld through external provider systems;
- Collaborating with other OEBAC team members to meet overarching plan goals for the organization and ensuring accurate documentation of plan usages.

3. Performing

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