Leave of Absence Administrator

FirstDay Foundation•San Antonio, TX

1d•Onsite

About The Position

The Leave of Absence Administrator is responsible for the effective administration, tracking, and compliance of the organization's Workers' Compensation and Leave of Absence programs. This role delivers clear, timely communication and high-touch support to employees to ensure a seamless experience throughout the lifecycle of their leave. The Administrator coordinates and monitors all leaves of absence, partnering with third-party administrators, legal counsel, internal stakeholders, and external regulatory agencies. Additionally, this position acts as a subject matter expert to ensure the Benefits Services team remains fully compliant with all changing state, federal, and local leave regulations.

Requirements

Five (5) or more years’ verifiable experience.
Deep operational knowledge of federal and state leave programs, including a comprehensive understanding of various disability benefits, FMLA, ADA/ADAAA, HIPAA, and USERRA.
High level of professionalism and the ability to navigate sensitive medical situations with strict confidentiality.
Exemplary customer service, conflict de-escalation, problem-solving, and decisive reasoning capabilities.
Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint) and standard cloud-based HRIS platforms.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Nice To Haves

Bachelor’s degree in Human Resources or related field preferred.
Certified Leave Management Specialist preferred but not required.

Responsibilities

Serve as the central point of contact for managers, employees, vendors, and internal partners regarding all leave of absence cases (including FMLA, Medical Non-FMLA, personal, military, and administrative leaves) in strict accordance with statutory requirements and company policies.
Manage day-to-day leave processes, including monitoring leave statuses, conducting follow-ups, and ensuring accurate, timely data entry within the HRIS system.
Audit and ensure all processed leaves adhere perfectly to changing state and federal employment laws.
Generate required legal leave documentation and ensure employee notices are distributed accurately and within statutory timelines.
Maintain consistent communication channels to keep relevant benefits team members and department managers updated on localized Leave of Absence and Workers' Compensation statuses.
Track and analyze daily leave reports to ensure rapid processing of requests and complete alignment with FMLA, ADA/ADAAA, and related regulatory statutes.
Administer all workers' compensation claims from ingestion through closure, including compiling incident details and taking formal interview statements.
Oversee and manage strategic relationships with third-party administrators, insurance vendors, and state agencies tied to workers' compensation and disability leaves.
Interpret and communicate complex leave policies, workers' compensation frameworks, and federal regulations to employees, balancing organizational accountability with empathy.
Facilitate the end-to-end return-from-leave process, including executing applicable fitness-for-duty paperwork, coordinating accommodation logistics, and notifying management of clearance statuses.
Partner closely with the payroll department to ensure employees on leave are compensated accurately based on their chosen benefits, accrued time off, or short-term disability parameters.
Maintain highly organized and confidential medical files, ensuring FMLA entitlements are calculated, tracked, and applied accurately.
Continuously evaluate current leave policies and procedures to recommend and implement process improvements and system efficiencies.
Identify organizational training, educational, and communication needs; coordinate and deliver targeted training sessions to managers and staff regarding leave protocols.
Collaborate closely with the Employee Relations team to evaluate, document, and implement formal workplace accommodations under the ADA.
Execute other strategic benefits projects and administrative duties as assigned by leadership.