Leave Adminstration Business Partner

Vanderbilt University•Nashville, TN

About The Position

The Leave Administration Business Partner serves as the division’s primary liaison within the Division of Administration, supporting the coordination and administration of employee leave —including FMLA, Workers’ Compensation, Disability, ADA/EOA accommodations, Extended Leave, and Personal Leave—ensuring accuracy, timeliness, and compliance with federal/state regulations as well as university and union policies. This Business Partner also serves as a flexible HR resource, providing employee relations support and assisting with workplace investigations when leave concerns intersect with ER issues or when ER volume increases. Working in close partnership with People, Culture, and Belonging (PCB), this position ensures accurate leave processing, manages all related transactions in Oracle, and provides proactive guidance to employees and managers. The Specialist plays a key role in supporting a high-volume, complex operational environment and ensuring an excellent employee experience.

Requirements

A bachelor’s degree in human resources, Business Administration, or a related field from an accredited institution is required.
Minimum of 5 years of progressive HR experience, with emphasis in leave administration, employee relations, operations, or related functional areas.
Demonstrated experience supporting large and complex employee populations within high‑volume operational environments.
Strong working knowledge of FMLA, ADA/EOA, Workers’ Compensation, and federal/state employment laws related to leave and accommodations.
Excellent interpersonal, verbal, and written communication skills, with the ability to build effective relationships at all organizational levels and work with a diverse employee base.
Strong problem‑solving and conflict‑resolution abilities, with proven discretion in managing sensitive and confidential information.
Proficiency with HRIS systems, particularly Oracle Cloud HCM, and advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to effectively manage multiple deadlines, competing priorities, and detailed workflows in a fast‑paced environment.
Strong time management, organizational, and multitasking skills, with a high level of accuracy and attention to detail.
A proactive, team‑oriented approach, demonstrating initiative and a willingness to exceed expectations.

Nice To Haves

HR certification (e.g., PHR, SPHR, SHRM-CP, SHRM-SCP) is preferred
Experience in a unionized and/or law enforcement environment is preferred.

Responsibilities

Coordinates and administers employee leave requests —including FMLA, ADA/EOA accommodations, Disability, Workers’ Compensation, Personal Leave, and departmental leave categories—ensuring timely intake, documentation, and processing in collaboration with PCB.
Serve as the division resources across union and non-union groups for employees, supervisors, and leaders on leave processes, timelines and required documentation, provide general guidance and refer complex or sensitive matters to PCB subject matter experts.
Process all leave transactions in Oracle, ensuring accurate coding, timely updates to employment records, and close coordination with payroll to ensure correct pay adjustments.
Collaborate with PCB on leave cases; maintain detailed and accurate leave records; analyze leave data to identify trends and recommend departmental process improvements.
Develop and deliver training for supervisors on departmental leave procedures, legal requirements, and best practices. Ensure the division meets all compliance obligations.
Provide guidance to employees and supervisors on workplace concerns, policy interpretation, and conflict resolution; collaborate with PCB on routine employee relations inquiries during high‑volume periods; address ER issues that intersect with leave cases; and coach supervisors on policy adherence, documentation, and effective issue management.
Conduct or assist with workplace investigations across the division as needed, gathering and documenting relevant information, preparing reports in partnership with PCB, and identifying or escalating risks to ensure a fair, compliant, and legally sound work environment.
Develop and sustain strong working relationships with division leaders and the PCB team to ensure collaboration and mutual support.
Actively engage in recurring meetings, trainings, and round table discussions to share insights, best practices, and promote alignment across teams.
Address employee inquiries and concerns promptly, equitably, and with a courteous approach, ensuring a positive experience.
Skillfully prioritize tasks, consulting with leadership when facing competing demands to maintain focus on key organizational priorities.
Demonstrate urgency and attentiveness in meeting deadlines, with a strong consideration for employee impact and workplace efficiency.
Provide staff with advice on routine administrative processes, escalating complex cases to the appropriate leadership for resolution.
Act as the HCM specialist, overseeing payroll transactions, investigate payroll discrepancies, offering guidance to management and employees to resolve issues timely, and collaborating with PCB on employment action as necessary.
Maintain a comprehensive understanding of Oracle HR functions and their financial implications, ensuring accurate processing and system connectivity.
Analyze and process complex Oracle transactions with a clear understanding of their broader organizational impact.
Manage all leave-related transactions in Oracle for employees at every level, from initiating a leave request through return‑to‑work processing or separation of employment when applicable, ensuring smooth, accurate, and timely processing within the department.
Ensure timely and accurate weekly timecard submissions, helping and troubleshooting as needed.