LOA Administrator/Leave of Absence Specialist

Published: 6/14/2022

Job Description

Position Summary

Seeking an experienced Leave of Absence (LOA) Administrator to manage and coordinate employee leave programs across multiple locations. This role will oversee the complete leave administration process, ensuring compliance with federal and state employment regulations, including FMLA, CFRA, PDL, PFL, and ADA.

The LOA Administrator will serve as a primary resource for employees, managers, and HR teams, providing guidance on leave eligibility, documentation, payroll coordination, and return-to-work procedures. The ideal candidate must have extensive experience managing high-volume LOA cases, conducting formal interactive process meetings, and maintaining accurate records with minimal supervision.

Required Qualifications

Minimum 3 years of HR experience specializing in high-volume Leave of Absence (LOA) administration.
Minimum 1 year of experience conducting formal interactive process meetings.
Strong knowledge of federal and California employment laws, including FMLA, CFRA, PDL, PFL, and ADA.
Experience managing the complete LOA lifecycle, from initial requests and medical documentation through approval, tracking, and return to work.
Proficiency in Microsoft Office, particularly Excel.
Experience with HRIS systems, preferably Oracle, and Kronos payroll systems.
Ability to manage multiple leave cases independently with minimal supervision.

Preferred Qualifications

Bachelor's degree preferred.
HR certification preferred.
Healthcare or large-organization HR experience.

Key Responsibilities

Leave of Absence Administration

Manage the full lifecycle of employee leave requests, including intake, eligibility review, medical documentation, approvals, extensions, and return-to-work coordination.
Administer FMLA, CFRA, PDL, PFL, ADA, and other applicable leave programs.
Maintain accurate employee leave records and ensure timely follow-up on pending cases.
Prepare and distribute leave approval, denial, and other related correspondence.
Coordinate return-to-work requirements, including fitness-for-duty documentation when applicable.

Interactive Process & Employee Relations

Conduct formal interactive process meetings with employees to understand medical restrictions, accommodation needs, and potential workplace adjustments.
Document discussions, recommendations, and follow-up actions.
Provide guidance to employees and managers regarding leave policies, eligibility, and applicable regulations.
Serve as a primary point of contact for LOA-related questions, concerns, and disputes.

Payroll & HRIS Coordination

Process leave-related transactions using Oracle, Kronos, and other HRIS systems.
Calculate applicable paid and unpaid leave portions and coordinate payroll adjustments.
Work closely with payroll and benefits teams to ensure accurate employee pay and benefit administration during leave periods.
Maintain accurate employee leave data and supporting documentation.

Reporting & Compliance

Prepare LOA utilization reports, metrics, and trend analyses for management.
Monitor leave patterns, return-to-work rates, and case activity to identify process improvements.
Conduct regular audits of LOA records and procedures to ensure regulatory compliance.
Maintain confidentiality of sensitive employee and medical information in accordance with HIPAA and applicable privacy requirements.
Stay current on changes to federal and state employment and leave regulations.

Management Support & Training

Serve as a resource for HR teams and department leaders across PIH Health locations.
Advise managers on attendance-related matters involving approved leaves.
Conduct training and provide education on leave policies, procedures, and compliance requirements.
Collaborate with HR leadership and benefits administration to improve LOA processes and service delivery.

Specific Skills Needed

High-volume LOA case management.
FMLA, CFRA, PDL, PFL, and ADA administration.
Formal interactive process meetings.
Medical leave documentation and case tracking.
Payroll calculations and leave-related pay practices.
Oracle HRIS and Kronos payroll systems.
Microsoft Excel and reporting.
Employee and management consultation.
Return-to-work coordination.
Compliance auditing and documentation.
Strong communication, organization, problem-solving, and follow-up skills.

Ideal Candidate Profile

The ideal candidate will be an experienced HR/LOA professional with hands-on responsibility for managing high-volume leave cases, interpreting employment regulations, conducting interactive process meetings, and coordinating payroll and benefits. Candidates should be comfortable working independently in a fast-paced healthcare environment while maintaining accuracy, confidentiality, and excellent employee service.

\nCompany Description

AlphaProTemps is specialized in providing "best-in-class" professional staff augmentation services. These recruiting directives include temporary labor, contract sourcing, professional & technical niches, vendor-on-site, and managed service programs.