Leave Administration Specialist

University of Utah Health•SALT LAKE CITY, UT

6d•Onsite

About The Position

The Leave Administration Specialist will be responsible for processing initial leave requests, including intake, validating basic eligibility, creating case records, and routing complex issues to a Sr. Consultant. This role involves processing various types of leaves such as maternity/parental, non-medical, and military leaves, which includes collecting and verifying documentation, updating calendars, coordinating notifications, and monitoring timelines. The specialist will also manage late tracking sheets, monitor and manage various inboxes (Return-to-Work, fax, ADA), and provide support for ADA operations by processing initial requests and coordinating logistics. Maintaining accurate case documentation and data integrity, performing routine benefits coordination for unpaid absences and health insurance continuation, and collaborating with the Sr. Consultant on process handoffs and training materials are key aspects of this role. Additionally, the specialist will perform other operational and administrative duties as assigned to support the leave administration team.

Requirements

Ability to perform operational tasks with attention to detail and accuracy, following established protocols and under supervision.
Strong organizational skills; ability to prioritize multiple cases and deadlines in a high-volume environment, with guidance from the Sr. Consultant.
Basic working knowledge of employment-related leave concepts (e.g., FMLA, ADA, PWFA) sufficient for intake, documentation, and routing; all complex interpretation and judgment handled by the Sr. Consultant or higher-level staff.
Confidentiality and discretion with sensitive employee information.
Effective written and verbal communication; customer-service orientation when interacting with employees and managers.
Proficiency with case management systems, shared inboxes, and spreadsheet tracking tools.
Bachelor's degree in a related field or equivalency.
Two years of experience in HR operations, leave administration support, benefits coordination, or related administrative work.

Responsibilities

Process initial leave requests: intake, validate basic eligibility criteria, create case records, and route to the Sr. Consultant when escalations or complex issues arise, following established protocols and under supervision.
Process maternity/parental leave cases: collect and verify documentation, update leave calendars, coordinate standard notifications, and monitor timelines for approvals and returns, with oversight from the Sr. Consultant.
Process non-medical leaves (e.g., personal, educational): ensure forms are complete, track status, and communicate routine next steps to employees and managers, escalating non-routine issues.
Process military leave: capture orders, set up leave records, coordinate standard pay/benefit continuations with Benefits, and maintain required documentation, Electronic Personnel Action Forms (EPAFs), and Return from Leaves (RFLs) as directed by the Sr. Consultant.
Maintain, check accuracy, and distribute late tracking logs for the leave administration team, with regular review by the Sr. Consultant.
Monitor and manage the Return-to-Work inbox, fax queue, and ADA inbox; triage messages, attach documents to cases, and route items to the Sr. Consultant for decisions or accommodations guidance.
Manages inboxes for leave consultants when out of office.
Process ADA initials (intake), review parking, and equipment requests under ADA/PWFA, and coordinate logistics after approval, under Sr. Consultant direction.
Maintain accurate records, case notes, and file retention consistent with policy; run routine reports for the team and correct basic data discrepancies, with oversight from the Sr. Consultant.
For unpaid absences and continuation of health insurance, complete standard notifications, and handoffs to the Benefits office, as directed.
Work closely with the Sr. Consultant on handoffs, timelines, and follow-up; support training materials and job aids for common processes (non-advisory content).
Perform other operational and administrative duties to support the leave administration team, as directed by the Sr. Consultant or higher-level staff.