Leave & Disability Operations Specialist

Leave & Disability Operations Specialist

Location: Malvern, PA 19355 - Role is hybrid with on-site work expected 3x/week in Malvern, PA headquarters. Pay Rate: $32.00$40.00/hr, depending on experience Schedule: MondayFriday, 8:00 AM5:00 PM Employment Type: Temp-to-Hire

Overview

The Leave & Disability Operations Specialist supports the administration and operational delivery of leave of absence, disability, and time-off programs across the United States and Canada.

This position serves as a key operational resource for leave administration, audits, payroll reconciliation, HR support, compliance activities, and Workday Absence Management. The role partners closely with HR, Payroll, Benefits, Total Rewards, HRIS, third-party administrators, disability carriers, and external vendors to ensure leave processes are accurate, timely, compliant, and consistently administered.

This position is focused on executing established programs and procedures rather than developing leave policies or benefit plan strategy.

Key Responsibilities

Leave & Disability Administration

• Serve as a primary operational resource for HR inquiries related to leave of absence, disability, and time-off programs.
• Provide guidance to HR partners, managers, and internal stakeholders regarding established leave processes, timelines, documentation requirements, and procedures.
• Support day-to-day administration of U.S. and Canadian leave programs in partnership with third-party administrators.
• Monitor leave activity, outstanding actions, and service delivery to ensure timely processing.
• Process leave-related transactions and maintain accurate employee information within Workday Absence Management.
• Escalate complex claims, accommodations, legal questions, employee relations matters, and policy exceptions as appropriate.

Compliance, Auditing & Data Integrity

• Conduct weekly, monthly, quarterly, and annual audits of leave-related processes and data.
• Audit employee eligibility, leave transactions, payroll integrations, benefit deductions, and vendor files.
• Support compliance with federal, state, provincial, and local leave requirements.
• Prepare and submit documentation and reporting related to state Paid Family and Medical Leave programs and private plan requirements.
• Identify discrepancies, operational risks, and process gaps and coordinate corrective actions.
• Maintain audit documentation and support internal and external compliance reviews.

Workday Absence Management

• Support the administration, stabilization, and ongoing improvement of Workday Absence Management.
• Troubleshoot transactional and workflow issues in partnership with HR, Payroll, and HRIS.
• Participate in system testing, validation, and change initiatives.
• Maintain standard operating procedures, job aids, process documentation, and training materials.
• Provide operational guidance to HR users regarding approved Workday workflows.
• Identify opportunities to improve efficiency, data quality, and the employee experience.

Payroll & Vendor Reconciliation

• Reconcile payroll, leave, disability, and vendor files to ensure accurate processing and payment administration.
• Audit integrations between Workday, Payroll, third-party administrators, disability carriers, and state agencies.
• Partner with Payroll to validate leave-related earnings, deductions, statutory payments, and benefit impacts.
• Research and resolve discrepancies involving leave, payroll, benefits, and vendor data.

Reporting & Continuous Improvement

• Develop and maintain operational reports, dashboards, audit metrics, and related reporting.
• Support process improvements designed to increase accuracy, efficiency, and consistency.
• Assist with employee and HR communications, training, and change-management activities.
• Contribute to continuous improvement initiatives related to leave administration and Workday Absence Management.

Qualifications

• Experience in leave administration, disability administration, benefits operations, payroll administration, HR operations, or a related field.
• Experience supporting leave programs such as FMLA, ADA, state Paid Family and Medical Leave programs, Employment Insurance (EI), and company leave policies.
• Experience working with complex benefits programs and enterprise-level processes in a multi-vendor, cross-functional environment.
• Strong analytical, auditing, reconciliation, and problem-solving skills.
• Ability to collaborate effectively with HR, Payroll, HRIS, Benefits, vendors, and external partners.
• Strong written and verbal communication skills.
• Experience developing procedures, documentation, job aids, or training materials.
• Workday Absence Management experience preferred.
• Knowledge of U.S. and Canadian leave, benefits, and related compliance requirements preferred.

Benefits: Employee contribution may apply.

• Health insurance.
• Health savings account.
• Dental insurance.
• Vision insurance.
• Flexible spending accounts.
• Life insurance.
• Retirement plan.

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.