Leave of Absence Administrator

Job Purpose Statement:
The Leave of Absence Administrator is responsible for all aspects of the Leave of Absence (LOA) program and ADA. The Consultant utilizes robust disability management techniques, early intervention and management training to prevent or minimize risk. Responsibilities include facilitating the Interactive Process, reasonable accommodation, the return-to-work processes.

Essential Functions:

• Leave of Absence Administration: Serve as subject matter expert on Leave of Absence policies and laws for employees and managers.
  • Advises managers and employees on the interaction of leave laws with paid time off, workers compensation, and short-term and long-term disability benefits.
  • Collaborate with external LOA Administrator, Payroll and Employee Health to monitor and maintain accurate LOA status information and consult on pay issues related to leaves.
  • Maintain reasonable communication with employees on leave to facilitate smooth and timely return to work; relays communication between employees and their managers during leave within reason.
  • Update employment statuses, coordinate the return to work process, employee transitions and/or employee separation from the organization.
  • Oversee and reconcile HRIS leave data against external LOA Administrator, Payroll and Employee Health leave data and update HR records as necessary. Update unpaid LOA hours monthly in HRIS system for pension tracking purposes.
  • Oversee all Leave of Absence related investigations in close collaboration with the Employee Relations team.
• ADA Accommodation Administration: Serve as subject matter expert on ADA Accommodation policies and laws for employees and managers.
  • Work in collaboration with Employee Health, Talent Acquisition, legal counsel, HR leadership, Employee & Labor Relations and others to recommend and resolve requests for accommodation under the ADAAA.
  • Maintain complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
  • Communicate directly with employees and their treating provider.
  • Engage the interactive process with management for those employees who have requested workplace accommodations as a condition of return to work.
• Operations Support: In conjunction with the Leader, People Operations and Supervisor, Total Rewards, contributes to the overall success of the Leave of Absence/Accommodation process.
  • Comply with established hospital and People & Culture Department customer service standards. Maintains the confidentiality of all employee information.
  • Facilitate management training sessions, educate employees and managers on available leaves and in partnership with external LOA administrator, communicate the appropriate leave rights and responsibilities to employees and supervisors.
  • Draft and/or recommend revisions to hospital leave policies to ensure compliance with federal, state, and local laws and regulations.
  • Oversee completion of EDD claim forms for employees out on Leave of Absence.
  • Monitor and bill employees out on leave for medical plan cost sharing and/or Leave of Absence premium.
  • Reviews and processes PTO donation requests for employees out on Leave of Absence.
  • Perform other duties as assigned.

Technical Knowledge

• General understanding of employee benefits as they relate to LOA, including short/long term disability, COBRA, state disability pay, etc.
• Working knowledge of employment, federal and state employment laws and regulations.
• Strong proficiency with MS Office (Word, Excel and PowerPoint).
• Working knowledge of Human Resources Information Systems and PeopleSoft is preferred.
• Must be detail oriented self-starter with the ability to work independently.
• Must possess strong organizational and investigatory skills with the ability to analyze information and make accurate decisions and recommendations.
• Must understand basic math, including fractions and decimals and must have high proficiency in Microsoft Office programs and working knowledge of HRIS.
• Demonstrates reliability and professionalism.
• Ability to maintain a high level of confidentiality and professionalism.

Minimum Education: Bachelor’s Degree or an equivalent combination of education and experience is required

Minimum Experience:

• Must possess a minimum of 5 years Human Resources Generalist experience with a minimum of 3 years direct and high-level expertise on Leave of Absence Management, ADA and Investigations relating to leave matters. HR Management experience is a plus. Works with Labor Relations to facilitate meetings or communications with union.
• Experience working in a union environment is preferred.

Physical Requirements:
Sit: Up to 8 hours/day
Stand/Walk: 3-6 hours
Bend/Stoop: Up to 3 hours
Reach: Up to 3 hours
Rep Use of UE/Grasp: Up to 8 hrs.
Lift/Push/Pull: 25 lbs.
This job requires the ability to hear alarms clients and/or instruction. The ability to see accurately from 20 inches to 20-ft. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of this position.

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