Leave Coordinator

Job Description

The Leave Coordinator supports all leave of absence cases. This role effectively coordinates all cases/claims to include general administration, comprehensive case management, and program compliance with the Family and Medical Leave Act and all related employment laws. The Leave Coordinator provides exemplary customer service and assistance to Associates and Executives.

Essential Duties & Responsibilities

• Interprets and administers company leave of absence programs and policies in accordance with applicable federal and state laws and regulations, including FMLA, ADA, USERRA, pregnancy-related leave requirements, and other applicable leave laws.
• Provides comprehensive leave case management and serves as a primary resource for Associates and managers throughout the leave of absence process.
• Partners closely with the company’s third-party leave and disability administrator to ensure leaves are administered accurately, timely, and as seamlessly as possible for Associates. Works to resolve issues, address discrepancies, and facilitate effective communication between the Associate, vendor, and internal stakeholders throughout the leave process.
• Coordinates all administrative aspects of leaves of absence, including tracking leave usage and working closely with Office Managers, Payroll, and other internal partners to ensure Associate pay and leave records are accurate.
• Supports Associates and management through the return-to-work process, including coordinating required documentation, work restrictions, accommodations, and other return-to-work requirements in accordance with company policy and applicable regulations.
• Partners closely with management on leave cases and provides regular updates regarding claim status, outstanding requirements, anticipated return-to-work dates, and other relevant information.
• Administers and supports Short-Term Disability (STD) and Long-Term Disability (LTD) programs and coordinates disability claims with applicable FMLA, state leave, and other company leave programs.
• Maintains effective relationships with third-party leave and disability vendors, monitors service and case administration, and escalates or resolves issues impacting Associates or the organization.
• Conducts regular audits of leave records and processes to support compliance with company policies, plan requirements, and applicable federal and state laws.
• Maintains knowledge of changing federal, state, and local leave and disability requirements and identifies opportunities to update processes, procedures, communications, and practices accordingly.
• Assists with the development and delivery of leave administration training and educational materials for managers, Associates, and internal partners.
• Maintains accurate and confidential leave documentation and records in accordance with company requirements and applicable privacy and recordkeeping standards.

Job Requirements

• Bachelors’ degree in Business Administration, Human Resources, or related field (or commensurate experience)
• Minimum 2 years of experience in managing leave cases (FMLA, STD, etc.)
• In-depth knowledge of applicable regulations for all New England states
• Analyze information and convert related activities into a comprehensive work plan
• Communicate and make recommendations to upper management
• Identify basic problems and procedural irregularities, collect data, establish facts, and draw valid conclusions
• Work independently in a fast-paced environment with changing priorities
• Maintain the confidentiality of sensitive information
• Problem solving, time management, and priority setting skills
• Valid driver’s license, driving record within policy guidelines, and insurance that meets company requirements.
• Ability to occasionally travel, as business needs require.