Sourcefit

Summary

The Leave of Absence (LOA) Specialist plays a crucial role in facilitating and coordinating the leave of absence processes to ensure a positive and efficient employee experience. The specialist acts as the central internal point of contact, liaising with multiple site locations across the United States and third-party leave administrators. This role ensures that all leave-related systems, communications, and processes are well-coordinated throughout the leave cycle and that team members and managers are well educated on how to navigate the leave of absence request process.

Job Details

  • Work From Home
  • Mondays to Fridays | 8:00 PM to 5:00 AM
  • Following US Holidays

The leave of absence specialist is responsible for:

End to End Leave Monitoring and Coordination

  • Monitor leave of absence requests as reported through third party leave administrator to determine any actions or steps required by the company.
  • Run regular reporting from HRIS system and third party leave administrator and follow up on leave requests as required.
  • Ensure timely entry of leave of absence into the Workday HRIS system on employee status changes related to leave of absence.
  • Maintain accurate tracking of leave status and required action items in partnership with 3rd party administrator.
  • Escalate questions to 3rd party administrator to ensure timely review and response to team member requests or status updates.
  • Serve as internal point of contact for leaders in our various locations that have questions or require guidance on the leave status of an employee.
  • Work closely with HR, managers, and other departments to provide information and updates on employee leave status, helping to coordinate staffing needs.
  • Ensure proper management of benefit programs related to employee leave status.
  • Facilitate a smooth return to work process for employees, including coordinating accommodations or modified duties when needed.
  • Meet regularly with the internal benefits team and 3rd party leave administrator to review leave status and more complex cases that require escalation or additional support.

Benefits Administration

  • Determine leave impact on benefits and Issue letters to employees to notify them of their requirements with respect to premium payments.
  • Process benefit transactions in Workday as needed related to the leave.
  • Track premium payments to ensure continuation of benefits.
  • Notify team members if benefits are at risk of cancellation due to lack of eligibility or non-payment of premium
  • Inform team members regarding their benefits status and to follow up on leave related requirements such as past due documentation or return to work requirements.
  • Partner with the internal worker’s compensation team on coordination of leave of absence.
  • Manage leaves and leave returns within Workday and ensuring accurate flow to payroll.

Return to Work and Accommodations

  • Serve as a subject matter expert for leaves and accommodations, a consultant to HR business partners/management and mentor other members of the team and involve internal staff on escalated or unique issues.
  • Review return to work notices, including any requested accommodations and liaise with supervisors to determine leave extensions or necessary accommodations.
  • Engage with team members in the interactive process under the ADA to determine leave related request.
  • Make recommendations, with approval from the Benefits Supervisor, and in line with company guidelines and policy around leave extensions and accommodations.
  • Liaise with internal employee relations team when leave of absence requires additional support or lack of compliance or leave continuation may result in termination.

SOPs and Training

  • Create and analyze reports to identify trends and recommend improvements.
  • Document processes to ensure common understanding on leave processes and to drive efficiency and cross training.
  • Identify areas of opportunity to educate managers and employees on the leave process to ensure efficiency.
  • Identify and recommend process opportunities/improvements in partnership with Benefits Supervisor and work with 3rd party administrator to drive efficiencies and changes.
  • With the benefits supervisor, identify training and communication opportunities for employees and local supervisors to help ensure the proper process is followed for requesting and documenting a leave.

Minimum Qualifications

  • Experience administering leaves of absence in the U.S.
  • Knowledge of the leave requirements and legal protections afforded by the FMLA, MA PFML, ADA.
  • Experience managing leaves of absence
  • Experience managing the ADA accommodation process
  • Excellent judgment, troubleshooting, problem solving, analysis, and discretion
  • Ability to handle complex and difficult conversations, and adapt to situational circumstances.
  • Demonstrated excellence in customer service.
  • Strong written and verbal communication skills
  • Highly organized with strong attention to detail.
  • Ability to handle highly confidential information and maintain privacy.
  • Experience working with an 3rd party leave administrator is a plus.
  • Human Resource Information Systems (HRIS) and reporting tools, Workday is a plus.
  • Proficiency with various MS Office applications including Excel, Word, and Outlook.

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