Training and Benefits Specialist

Reports to

Director of Human Resources

Department

Human Resources

Position

Full-Time

FLSA Status

Nonexempt (Hourly)

Location

Greenway Headquarters, Boone, NC

Travel

Periodic travel to HCCH sites

Schedule

Monday-Friday, standard operating hours

Supervises

None

Timekeeping: The employee must accurately record all hours worked. Overtime requires advance approval when practicable; all hours worked will be paid in accordance with applicable law.

Our Mission

Our mission is to deliver quality, culturally sensitive, whole person care, regardless of ability to pay. We work with community partners to strengthen health in the regions we serve.

Role Summary

The Training and Benefits Specialist coordinates HCCH’s employee training, benefits, and PTO administration activities. The role facilitates approved training, maintains the learning management system, supports new-hire and ongoing education, and administers established employee benefit and PTO processes.

The Specialist works closely with Human Resources and Quality Improvement/ Risk Management team to monitor required training, and support timely completion in support of FTCA compliance and deeming requirements.  The position maintains complete and accurate training records and provides documentation and reports needed for audits, FTCA deeming activities, compliance reviews, and organizational reporting.

This position also works closely with managers, employees, Information Technology, Finance, benefit vendors, brokers, and other partners. The Specialist follows established procedures, provides timely service, and promptly escalates policy interpretations, exceptions, corrective-action matters, and decisions outside the position’s assigned authority.

Winning in This Role Means

• Employees and managers receive accurate, timely, professional, and courteous support regarding training and benefits.
• Required training assignments, reminders, completions, and records are maintained accurately and on schedule.
• Benefit enrollments, qualifying life-event changes, PTO adjustments, employee communications, and related system records are processed accurately, with appropriate documentation and authorization, and within required deadlines. 
• Questions requiring policy interpretation, exceptions, corrective action, or leadership decisions are escalated promptly to the Director of Human Resources.
• Training and benefit information is handled with discretion, confidentiality, and attention to compliance requirements.
• The employee works collaboratively with HR colleagues, managers, staff, leaders, vendors, and partner departments and responds constructively to coaching and supervisory direction.
• Multiple priorities are organized effectively, risks and deadlines are communicated early, and commitments are followed through to completion.
• HCCH is represented with professionalism, diplomacy, consistency, and a service-oriented mindset.

Key Responsibilities - Training Coordination

• Maintain the annual training calendar in collaboration with the QI/RM team for required organizational, regulatory, compliance, and department-specific training activities.
• Administer the learning management system (currently MedTrainer), including employee assignments, user records, due dates, reminders, completion tracking, and routine reporting.
• Send timely, professional reminders to employees and managers and provide routine assistance with training access, assignments, and completion requirements.
• Sending out 90-day reviews via HRIS
• Communicating with managers regarding employees' 90-day reviews and probationary periods
• Escalate overdue training, potential noncompliance, requests for exceptions, and situations that may require corrective action or policy enforcement to the Director of Human Resources for review and follow-up with the appropriate manager.
• Coordinate and facilitate new employee orientation and approved training sessions using established policies, procedures, curricula, and materials.
• Develop and update training schedules, presentations, job aids, onboarding manuals, and other materials subject to appropriate content-owner or leadership approval.
• Coordinate regular virtual learning opportunities, occasional lunch-and-learn sessions, and periodic site visits as approved and scheduled.
• Gather participant and manager feedback, summarize training results, and recommend practical improvements to the Director of Human Resources and relevant content owners.
• Maintain complete and accurate training records and provide documentation and reports needed for audits, FTCA deeming activities, compliance reviews, and organizational reporting.
• Coordinate with Quality Improvement/ Risk Management team, Information Technology, Finance, managers, and subject-matter experts to support accurate and effective training delivery.
• Maintain current knowledge of assigned training systems and methods through approved professional development activities.

Key Responsibilities - Benefits Administration

• Assist employees with routine PTO balance, accrual, and usage questions; research discrepancies and process documented, approved PTO adjustments in the HRIS or timekeeping system; and escalate disputes, policy exceptions, or adjustments requiring authorization to the Director of Human Resources. 
• Administer established employee benefit programs, including medical, dental, vision, life, disability, retirement, and wellness benefits, in accordance with plan documents, organizational policies, and approved procedures.
• Process new-hire enrollments, qualifying life-event changes, beneficiary updates, terminations, and other benefit transactions accurately and within applicable deadlines.
• Coordinate the annual open enrollment process, including scheduling, employee communications, educational meetings, system preparation, enrollment tracking, and follow-up.
• Respond to routine employee questions, explain approved benefit information and enrollment procedures, and refer plan-interpretation, eligibility-dispute, claim, legal, or policy questions to the appropriate vendor, broker, or HR leader.
• Enter and maintain accurate benefit information in the HRIS and vendor systems and conduct routine audits and reconciliations to identify and correct discrepancies.
• Coordinate benefit-related information with payroll and Finance and promptly escalate discrepancies, deadlines, or financial concerns.
• Assist employees with benefit-related claims or service issues by gathering information, directing questions to the appropriate resource, tracking follow-up, and protecting confidentiality.
• Prepare routine benefit reports and maintain organized, complete, and confidential records in accordance with retention and privacy requirements.
• Support approved employee benefit and wellness communications and initiatives.
• Collect information and employee feedback regarding benefit offerings and provide summaries to HR leadership; benefit design, vendor selection, plan changes, contractual commitments, and policy decisions remain with authorized leadership.

Professional Collaboration and Accountability

• Communicate respectfully, professionally, and diplomatically with employees, managers, leaders, vendors, and all members of the HR team.
• Work collaboratively across departments, share relevant information through appropriate channels, and support consistent HR service delivery.
• Receive and respond constructively to coaching, feedback, and supervisory direction.
• Bring workload conflicts, unclear priorities, missed-response risks, and resource needs to the Director of Human Resources promptly, with relevant deadlines and operational impact clearly identified.
• Remain within assigned responsibilities and decision-making authority and seek guidance before acting on matters involving policy exceptions, employee discipline, formal complaints, legal interpretation, or significant organizational or financial commitments.
• Protect confidential employee, medical, benefit, and organizational information and use it only for authorized business purposes.
• Maintain dependable attendance, responsiveness, follow-through, and accurate documentation.

Decision-Making Scope

The Specialist uses judgment to organize daily work, resolve routine administrative issues, and recommend process improvements. The position does not independently establish or interpret HR policy; approve exceptions; impose corrective action; make final eligibility or claim determinations; select or bind benefit vendors; redesign benefit plans; commit organizational funds; or make employment decisions. These matters must be elevated to the Director of Human Resources or another authorized decision-maker.

Education and Experience

• Associate degree in Human Resources, Business Administration, Organizational Development, Healthcare Administration, or a related field required; bachelor's degree preferred.
• Two or more years of experience in human resources, employee benefits, training coordination, learning and development, project coordination, or a related role preferred.
• Experience with an HRIS, learning management system, benefit administration platform, or employee records management preferred.
• Healthcare, FQHC, nonprofit, or multi-site organizational experience preferred.

Skills and Attributes

• Strong organization, prioritization, follow-through, and attention to detail.
• Clear and professional written, verbal, presentation, and interpersonal communication skills.
• Ability to explain established processes and complex benefit or training information in understandable terms.
• Strong service orientation and ability to build collaborative working relationships across roles and departments.
• Ability to handle sensitive information with sound judgment, confidentiality, and professionalism.
• Proficiency with Microsoft Office, Google Workspace, HRIS and learning systems, presentation tools, and related technology.
• Ability to work independently within established procedures while escalating questions and matters outside assigned authority.

Required Organizational Training

Completion and maintenance of all training assigned by HCCH, which may include New Employee Orientation, HIPAA, OSHA, FTCA-related training, trauma-informed care, cultural sensitivity, core competencies, customer service, Quality Improvement/ Risk Management team, and other training required for the position or organization.

Physical Requirements and Travel

• Ability to work in an office environment with prolonged periods of sitting and computer use.
• Ability to use standard office equipment and communicate effectively in person, by telephone, virtually, and electronically.
• Ability to stand for periods during orientation, training sessions, events, and site visits and perform light physical tasks.
• Ability to lift and carry up to 15 pounds as needed.
• Ability to travel between HCCH sites and attend approved meetings, training sessions, and organizational events as needed.
• Ability to perform the essential functions of the position with or without reasonable accommodation.