Executive & Physician Benefit Specialist

Summary:

The Executive and Physician Benefits Specialist provides comprehensive administrative and operational support throughout the Associate lifecycle, with a specialized focus on executives, physicians, clinicians, and Religious Associates within CHRISTUS Health Ministries. This role is responsible for delivering high-touch, concierge-level service and ensuring the seamless execution of benefits-related processes. 

Key responsibilities include but are not limited to: facilitating benefits administration, ensuring timely and accurate documentation, managing vendor relationships and invoices, and supporting executive compensation and benefits programs. The specialist also coordinates communication and benefits education, interprets benefit guidelines, and conducts research, analysis, auditing, and reporting to support retirement and relocation programs. 

Serving as a liaison between HR, Finance, and other departments, the Executive & Physician Benefits Specialist ensures accuracy, compliance, and timely resolution of inquiries through detailed research, process improvement, and cross-functional collaboration. Demonstrated commitment to maintaining confidentiality and exercising the highest level of discretion is essential.

Responsibilities:

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.

Physician & Executive Support:

• Serve as a primary contact for physician and executive inquiries, providing high-level administrative support. 
• Coordinate communications, meetings, and onboarding logistics to ensure a smooth CHRISTUS Associate experience. 
• Coordinate and maintain complex scheduling needs, including meetings, appointments, and event logistics within the Executive Programs team. 
• Ensure data integrity and accuracy on all executive, physician & clinician benefit processes, and ensure privacy requirements are met.

Executive Life Cycle:

• Support HR and benefit processes, including onboarding, promotions, terminations, data entry, benefits orientation, and communication updates, ensuring timely changes to systems and records. 
• Assist in preparing materials for initiating relocation benefits and enrolling in other specific benefits. This includes concierge contact with each Executive to ensure information is provided and critical enrollment deadlines are not missed.
• Maintain accurate employee records by updating job descriptions, organizational rosters, and communication lists. 
• Collaborate with the Executive Recruitment team to support compensation and benefits alignment.

Stewardship & Payroll:

• Support payroll processing by preparing documentation, reviewing compensation data, and maintaining deduction files and stewardship metrics.
• Collaborate with the Shared Services team to resolve discrepancies and ensure timely and accurate payment and benefits processing.

Invoice Management:

• Review, code, and submit invoices in accordance with organizational policies, ensuring accuracy, completeness, and timely processing. 
• Reconcile invoices to ensure accuracy and stewardship. 
• Maintain accurate records to support the remittance of payments. 
• Communicate with Vendors to ensure timely refunds and updated participant data.

Benefits Support:

• Demonstrate broad-based knowledge of employee benefits programs, including health and wellness, retirement plans, and leave policies. 
• Maintain specialized knowledge of executive-only benefit programs, ensuring accurate support and communication with eligible leaders. 
• Support benefits administration, maintain eligibility files, process updates, and support Physician and executive benefit programs. 
• Provide support on benefit offerings and ensure accurate communication with eligible populations. 
• Support specialized processes such as compensation statements, retiree benefits, and trust retirement plans, while ensuring confidentiality and accuracy. 
• Effectively partner with Corporate Benefits, HR Operations, Talent Acquisition, and Talent Management, to improve perception and understanding and ensure effective implementation and utilization of Executive, Physician and Clinician benefit plans and policies. 
• Responds to inquiries and manages benefit issues for designated Executive, Physician, and Clinicians to ensure timely, equitable, and courteous resolutions.

Process Improvement & Documentation:

• Develop and maintain process documentation, flowcharts, and standard operating procedures. 
• Participate in continuous improvement initiatives to enhance operational efficiency and service delivery. 
• Maintain, track, and update Executive job descriptions across Ministries, ensuring consistency, accuracy, and compliance with organizational standards.

Other Responsibilities:

• Demonstrate strong communication and interpersonal skills while fostering a collaborative team environment through consistent, high-quality performance. 
• Exemplifies the highest levels of discretion and maintains confidentiality on all HR/benefits matters.
• Proactive self-starter with the ability to take initiative in a fast-paced environment, skillfully juggling priorities, planning, and managing a diverse workload.
• Provides effective, concierge customer service by delivering prompt, courteous, and professional support at all times. 
• Acknowledge customers’ needs on a timely basis in order to determine a resolution to the issue or request.
• Participate in departmental programs that promote and deliver exceptional customer service. 
• Actively support change management and transformation efforts. 
• Perform other duties and special projects as requested.

Education/Skills:

• Associates Degree; BA/BS in HR, Finance, Business or related field, preferred.
• Ability to recognize potential risks or problems and suggest various options leading to solutions
• Ability to collaborate across functions and across regions
• Intermediate to advanced Microsoft skills
• Demonstrated ability to grasp and actively process complicated concepts and formulate strategies
• High level analytical and problem solving capability
• Strong information systems knowledge, statistical and research skills
• Demonstrated strong communication skills with all levels of the organization including physician and senior leadership
• Appreciation for and ability to maintain confidentiality, with the highest level of discretion

Experience:

• Minimum of 1-3 years of experience in human resources
• Minimum of 1-3 years of experience in employee benefits
• Understanding business needs and talent implications of benefit programs
• Identifies as a self-starter with ability to manage multiple tasks and adjust competing priorities quickly and as needed in a dynamic environment
• Demonstrated basic knowledge in the areas of COBRA, cafeteria-style benefit plans, family medical leave process, paid-time off, retirement plans, and other applicable laws and regulations affecting employee benefits in tax-exempt organizations and its implications on payment processes.

Licenses, Registrations, or Certifications:

• HRCI or SHRM Certification preferred