HR Assistant - Leave of Absence Coordinator

Job Description

The HR Assistant – The Leave of Absence Coordinator supports the administration of employee leaves of absence and workplace accommodations from the initial request through the employee’s return to work. This position serves as a primary point of contact for employees navigating leave and provides timely, accurate, and compassionate guidance throughout the process. Employees often request leave during significant or challenging periods in their lives. This role helps employees understand their options, responsibilities, and next steps while ensuring all leave matters are administered accurately, consistently, and in accordance with company policies and applicable requirements.

This is a detail‑oriented, process‑driven position that combines virtual employee support with substantial administrative and transactional responsibilities. The Leave of Absence Coordinator maintains accurate records, processes and tracks leave activity, manages documentation and deadlines, and ensures required actions are completed throughout the leave lifecycle. The position works closely with employees, managers, Regional Coordinators, Benefits, Payroll, Workers’ Compensation, and other Human Resources team members and regularly uses multiple HR systems and technology platforms to manage leave-related processes.

Key Responsibilities

Leave Administration & Employee Support

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• Serve as a primary point of contact for employees requesting or currently participating in a leave of absence.
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• Review leave requests and supporting documentation to identify applicable leave programs, policies, and next steps.
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• Provide employees with clear information regarding leave requirements, required documentation, deadlines, available options, and return-to-work expectations.
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• Support the administration of FMLA, personal and medical leaves, parental leaves, intermittent leave, workplace accommodations, and other applicable leave programs.
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• Review medical documentation and coordinate requests for additional or updated information when necessary.
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• Assist with the interactive accommodation process and coordinate medical restrictions and return-to-work requirements as appropriate.
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• Respond to employee questions regarding leave status, documentation, pay, benefits, and return-to-work requirements, coordinating with other HR functions when necessary.
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• Communicate appropriate leave and return-to-work information to managers and Regional Coordinators while maintaining employee confidentiality.
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Processing, Tracking & Recordkeeping

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• Process new leave requests and complete required administrative actions throughout the leave lifecycle.
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• Enter, update, and maintain leave information accurately across applicable HR systems and internal platforms.
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• Track leave start and end dates, certifications, documentation requirements, extensions, intermittent leave, restrictions, accommodations, return-to-work dates, and required follow-up.
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• Review active leave cases regularly to identify outstanding documentation, approaching deadlines, required employee communications, and necessary status changes.
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• Send and track required leave-related notices, forms, correspondence, and follow-up communications.
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• Maintain complete, accurate, and appropriately organized leave documentation and employee records.
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• Process leave extensions, return-to-work updates, status changes, and case closures in a timely manner.
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• Perform routine audits and data reviews to identify missing, incomplete, or inconsistent information and take appropriate corrective action.
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• Follow established workflows and procedures while recognizing situations that require additional review or escalation.
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Coordination & Compliance

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• Coordinate with Benefits and Payroll regarding employee benefits, pay considerations, and status changes associated with leave.
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• Collaborate with Workers’ Compensation and the Benefits Team when an employee's leave intersects with a workplace injury or claim.
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• Research company policies and applicable federal and state leave requirements to assist with complex or non-routine situations.
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• Use various resources to remain up-to-date on any new and upcoming state and federal leave law and policy updates.
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• Escalate complex, sensitive, or potentially noncompliant leave matters to HR leadership as appropriate.
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• Maintain confidentiality and appropriately safeguard employee medical and other sensitive information.
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• Assist with additional HR administrative responsibilities, projects, reporting, and process improvements as assigned.
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Qualifications

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• Required: Strong attention to detail and demonstrated ability to accurately
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• Required: Strong organizational and time-management skills with the ability to manage a high volume of cases, transactions, priorities, and deadlines simultaneously.
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• Required: Strong independent research skills with a willingness to consistently search for updates and inform the organization on new and emerging state and federal leave laws, regulations, and policy changes.
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• Required: High school diploma or equivalent; Associate or bachelor's degree in Human Resources, Business Administration, or a related field preferred.
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• Preferred: Previous experience in Human Resources, leave administration, benefits, employee relations, or a related administrative role.
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• Preferred: Familiarity with FMLA, ADA workplace accommodations, workers’ compensation, HIPAA, PHI, and federal or state leave requirements.
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