Leave of Absence Coordinator

Job Summary:

The Leave of Absence Coordinator is responsible for administering and managing Associate leave programs in compliance with company policies, federal regulations, and state-specific leave laws. This role ensures a smooth, supportive, and legally compliant leave experience for Associates while minimizing risk to the organization. The ideal candidate is detail oriented, knowledgeable in complex leave legislation, and skilled at balancing empathy with policy enforcement.

Key Responsibilities

•Administer Leave Programs - Coordinate all aspects of Associate leaves of absence, including FMLA, ADA accommodations, state family and medical leave programs, paid sick leave, personal leave, military leave, and company-sponsored leave programs.

•Ensure Legal Compliance - Interpret and apply federal, state, and local leave laws (e.g., FMLA, ADA, USERRA, state PFML programs) to ensure accurate and compliant leave administration.

•Case Management - Track leave timelines, eligibility, documentation, and return to work processes.

•Associate Support - Serve as the primary point of contact for Associates requesting or taking leave, providing clear guidance on rights, responsibilities, timelines, and required documentation.

•Manager & HR Partner Collaboration - Communicate leave status updates, return to work plans, and compliance requirements to managers and HR partners while maintaining confidentiality.

•Documentation & Recordkeeping - Maintain accurate, confidential records in accordance with legal requirements and company retention policies.

•Vendor Coordination - Work with third party administrators (if applicable) to ensure timely and accurate processing of claims.

•Audit & Reporting - Prepare reports, audit leave cases, and identify trends or compliance risks.

Requirements:

• Strong knowledge of federal leave laws including FMLA, ADA, USERRA, and related regulations.
• Expertise in state-level leave laws, such as paid family and medical leave programs (e.g., CA, WA, CO, MA, NJ).
• Experience administering leave programs in a corporate HR environment.
• Excellent communication, documentation, and organizational skills.
• Ability to handle confidential information with discretion.
• Proficiency with HR systems, Microsoft Excel and carrier leave administration platforms.
  Preferred:
• Experience working with third party leave administrators.
• Certification such as SHRM CP, PHR, or CLMS (Certified Leave Management Specialist).
• Knowledge of workers' compensation processes.

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