Leave Administrator

ROLE SUMMARY

The Leave Administrator is responsible for the administration, coordination, and compliance oversight of employee leave programs across the organization. This role manages requests and processes related to Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA) accommodations, state and local leave laws, workers’ compensation leave coordination, military leave, personal leave, and other company-approved leave programs. This position serves as the primary point of contact for employees, managers, HR partners, and third-party administrators regarding leave-related matters, ensuring timely, consistent, and legally compliant administration while balancing operational needs and employee support.

This is an Exempt/Salaried position.

KEY RESPONSIBILITIES

Leave Administration

• Administer all employee leave requests including:
  • FMLA
  • ADA accommodation leave
  • Workers’ compensation leave coordination
  • Personal leave of absence
  • Military leave (USERRA)
  • Pregnancy-related leave
  • State/local protected leave programs
  • Bereavement leave (as applicable)
• Review leave requests for completeness and eligibility.
• Provide required notices, forms, and employee communications within required legal timelines.
• Track certification deadlines, recertifications, return-to-work dates, and intermittent leave usage.
• Coordinate with employees and healthcare providers regarding required documentation.
• Manage leave extensions, denials, and return-to-work processes.

Compliance & Risk Management

• Ensure compliance with:
  • Family and Medical Leave Act (FMLA)
  • Americans with Disabilities Act (ADA)
  • Pregnant Workers Fairness Act (PWFA)
  • USERRA
  • Workers’ compensation coordination requirements
  • State and local leave laws
  • Company leave policies

• Maintain accurate documentation and audit-ready records.
• Partner with Legal, Employee Relations, and HR leadership on complex or high-risk leave matters.
• Escalate accommodation requests or potential legal concerns appropriately.

ADA / Interactive Process Support

• Support administration of accommodation requests under ADA/PWFA.
• Coordinate the interactive process with employees, leaders, HR, and legal counsel as needed.
• Track accommodation documentation and outcomes.
• Assist with reasonable accommodation determinations and documentation workflows.

Systems & Documentation

• Maintain accurate leave records within HRIS and case management systems.
• Generate reporting on leave volume, usage trends, open cases, and compliance metrics.
• Monitor deadlines and ensure timely follow-up on outstanding documentation.
• Maintain confidentiality of medical and employment information.

Employee & Leadership Support

• Serve as a subject matter resource for employees and managers regarding leave policies and processes.
• Educate leaders on leave obligations, documentation expectations, and return-to-work requirements.
• Coordinate with payroll regarding pay status, benefit deductions, and leave coding.
• Partner with benefits teams and third-party administrators to ensure accurate case management.

Process Improvement

• Identify opportunities to improve leave workflows, standardization, communication templates, and compliance controls.
• Assist in development and maintenance of leave policies, SOPs, and training materials.
• Support audits and compliance reviews.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in human resources, Business Administration, or related field preferred.
• 3–5+ years of experience administering employee leaves of absence.
• Strong working knowledge of:
  • FMLA
  • ADA
  • PWFA
  • Workers’ compensation coordination
  • USERRA
  • State leave laws
• Experience with HRIS systems (Paycom preferred if applicable).
• Strong documentation, organization, and case management skills.
• Ability to manage sensitive/confidential information appropriately.
• Excellent communication and employee relations skills.
• Strong attention to detail and deadline management.

Preferred Qualifications

• PHR, SHRM-CP, CLMS, or related certification preferred.
• Experience in multi-state employer environment.
• Experience working with third-party leave administrators.
• Healthcare, EMS, or regulated workforce experience preferred.

PHYSICAL REQUIREMENTS

• The ability to reach, push and pull.
• Prolonged periods of sitting and computer work.
• Ability to communicate effectively in person, by phone, and electronically.
• Occasional travel may be required.

CORE COMPETENCIES

• Compliance orientation
• Sound judgment
• Confidentiality
• Customer service mindset
• Attention to detail
• Conflict management
• Time management
• Communication
• Problem-solving
• Process discipline

REPORTING RELATIONSHIP

Reports directly to the VP of Human Resources

WORK ENVIRONMENT

This role operates in a professional office environment with regular interaction across employees, leaders, HR, payroll, benefits, and external vendors.