LOA Specialist

Working under general supervision, this position is responsible for effectively administering and coordinating all aspects of the leave of absence programs and related processes, which includes, but are not limited to: handling the general administration of leave cases, monitoring claims, providing exceptional “customer service” to employees and supervisors regarding leave related information and status inquiries, working closely with the payroll department to ensure that pay requests and updates are submitted timely for processing, completing all applicable leave related forms, coordinating return to work, and reporting on leaves.   

• Administers and coordinates all aspects of the leave of absence programs and related processes related to Family Medical Leave Act (FMLA), NYS Paid Family Leave (PFL), disability (STD and LTD), maternity, personal, educational, military, etc.,

1. 1. Prepares and provides leave of absence packets to employees, updates the leave packet documents and forms, and ensures that changes to documents are communicated to the leave team and updated for employees to access. 
   2. Serves as a subject matter expert on leaves of absence, and responsible for communicating with employees regarding their needs for leave, provides and explains all necessary information and documents to ensure employees are aware of their responsibilities and requirements.
   3. Reviews all leave of absence forms received to ensure accurate completion and compliance; complete and submit applicable forms for processing (LOA PCF, LOA Request, Disability, PFL, NF6, Voluntary Supplemental, etc.,)
   4. Maintains all medical and leave documents received and ensures confidentiality.  Ensures all leave records are accurately scanned and saved for HR recordkeeping.
   5. Interfaces with Payroll department to resolve general leave related compensation issues.  Escalates complex matters as needed, to ensure timely resolution.
   6. Utilizes multiple systems (PeopleSoft HR, UKG Kronos Time and Attendance, Lincoln Financial, 1199 SEIU Portal) to accurately and timely research, complete and document all leave of absence activities, and respond to leave inquiries.
   7. Evaluates requests for reasonable accommodation and work restrictions, and ensures completion of documents and provides information to the HR Generalist for timely review.
   8. Coordinates employees return to work and ensures all applicable information and documents are received to reinstate the employees, and notify the respective insurance carriers as needed.

• Serves as the main point of contact and resource for employees during the duration of their leave and provides assistance when necessary. Proactively communicates with external leave carriers, department heads and supervisors regarding the employee’s return to work, restrictions, accrual balances, and other leave matters and inquiries
• Interprets and coordinates leave programs and policies in accordance with the applicable Federal, State, and Local employment laws.  Proactively reviews leave programs to ensure compliance is maintained in accordance with applicable leave laws, hospital policies, and respective union CBAs
• Serves as back-up and provides assistance on handling workers’ compensation leaves of absence, workers’ compensation claims, completes workers’ compensation forms (C11, C240, C107), and responds to carrier inquiries; provides general information to employees on benefits plan questions, and assists with various benefits department’s activities (e.g., open enrollment, benefit health fair).  Completes unemployment insurance claims and responds to inquiries as needed
• When necessary, acts as liaison for Medical Center with Union representatives regarding leave of absence requests and denials, accommodation requests, and works in conjunction with Employee & Labor Relations unit and/or HRBPs to resolve escalating issues
• Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental, and infection control standards.

Education:

Associate’s Degree required, preferably in Human Resources or Business Administration.

Bachelor’s Degree preferred.

SHRM Certification preferred.

Experience:

Minimum of 2 years of direct working experience coordinating leaves of absence programs.

Prior client/customer service experience in a Human Resources Department or Healthcare Facility strongly preferred.

Skills:

Must pass test demonstrating proficiency in Word and Excel.

Excellent oral and written communication skills.

Excellent interpersonal skills.

Excellent organizational skills.

Strong working knowledge of Federal, State, and Local employment laws (e.g., FMLA, NYPFL, ADA, Workers’ Compensation, STD, LTD, USERRA, PWFA and other Pregnancy Discrimination Laws, EEOC, etc.,)

Speaks, reads and writes English to the extent required by the position; knowledge of a secondary language preferred.