Leave of Absence Specialist

School/Unit Harvard T.H. Chan School of Public Health Department Human Resources Job Function Human Resources Location Boston Job Type Full-time Salary Grade 056 FLSA Status Non-exempt Union 55 - Hvd Union Cler & Tech Workers Term Appointment No Company Description By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join the Harvard T.H. Chan School of Public Health? The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-­edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued. Learn more about the School's mission, objectives, and core values, our Principles of Citizenship, and about the Dean's AAA vision about our school's ongoing strategic initiatives. Job Description Job Summary The Leave of Absence Specialist provides Leave of Absence (LOA) support and case management services to employees and key stakeholders. This role serves as the main contact and subject matter expert for the Harvard Longwood Campus employees on LOA resources available, as well as University policies and guidelines interpretation regarding any type of Leave of Absence, including Family and Medical Leave Act (FMLA), Short Term Disability (STD), Long Term Disability (LTD), Massachusetts Paid Family Medical Leave (MA PFML), Worker's Compensation, Military leaves, and paid/unpaid personal leaves. Job‑Specific Responsibilities Responsible for responding to inquiries from employees who have a need for a leave; ensuring that employees have eligibility information and know how to request leave and/or file a claim with the respective vendor for the type of leave they are seeking. Provides end-to‑end case management and consultative support to employees and managers throughout the leave process. Provides information and guidance to the employee, manager, disability payroll, local payroll, and HR during the claims process, including communicating changes regarding leave status, return to work arrangements and collaborating on reasonable accommodation processes. Works closely with disability payroll, local unit payroll and administrators to ensure accurate payroll processing and information is up to date for all employees on leave and returning from leave. Responsible for developing leave related communications and sending to employees within appropriate timeframes based on policy guidelines. Serves as liaison with STD/LTD and Worker's Compensation vendors for timely follow up and proactive conflict resolution. Partners closely with key stakeholders (HR, Legal, UDR) on sensitive and/or multilayered cases while adhering to strict privacy and confidentiality requirements. Collaborates with HR on trend identification and risk mitigation. As subject matter expert applies knowledge of FMLA, MA PFML, Workers Compensation, Americans with Disabilities Act (ADA) and Harvard Policy to reach appropriate decisions; refers to appropriate resources and coordinates ADA accommodation meetings Interprets University guidelines and policies and determines how they apply to specific situations; Discerns which cases require input/action by HR Consultants, OGC and/or OLER, or other partner and works as team lead to ensure a seamless and positive experience for employees and managers during the Leaves process. Maintain LOA data and creates periodic and year end reports and trends. Responsible for the inputting and maintenance of worker's compensation claims into the third-party vendor database. Proactively runs status reports and checks for case updates on vendor's systems. Develops tracking and reporting framework; produces regular, timely reporting and analysis to key stakeholders Collaborate with University Disability Resources, HR Consultant and manager to lead the processing and implementation of formal reasonable accommodation requests. Reports on employee's protected leave time taken, when requested. Process/send intent to return letters in a timely manner. Organize and file all documentation in a timely manner. Provide other HR administrative support as needed. Other duties as required. PLEASE NOTE: This is a primarily remote position, however, recurring on site work will be required for the regular maintenance of lactation rooms and other related responsibilities. Qualifications Basic Qualifications Bachelors degree or an equivalent of education plus relevant experience. 5+ years. Experience in human resources and leaves management. Knowledge of ADA, FMLA and PFML. Additional Qualifications and Skills Bachelors Degree is strongly preferred. Overall knowledge of HR practices and experience with benefits and/or medical case management preferred, including ADA regulations and federal and state leave guidelines. Peoplesoft and other HRIS systems Proficiency with Microsoft Office Suite (Word, Excel, SharePoint Outlook) Must be able to work in a fast-paced deadline driven environment. Must be able to work in and/or learn multiple systems and processes. Must be able to multi-task, prioritize work and adapt to shifting priorities. The successful candidate must be able to work independently and as part of a team. Must have excellent interpersonal, writing, and facilitation skills, use exceptional judgment and have strong relationship building . This position requires a high degree of confidentiality and demonstrates respect and due diligence in sensitive situations. Able to build trust and credibility with different stakeholders, i.e., employees, vendors, HR, managers. Outstanding customer focus, organization, and attention to detail; must be comfortable working in an evolving organizational structure and must have strong relationship building skills. Additional Information Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity, Criminal Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country! The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions. Harvard University requires pre-employment reference checks and background screenings. This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers. The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page. EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. #J-18808-Ljbffr