Leave of Absence Administrator

Fairview Health Services•St. Paul, MN

13h

About The Position

The Leave of Absence Administrator manages assigned leave cases from intake through return to work and partners with Accommodations Case Managers on accommodation requests. The role applies expert knowledge of federal and state laws, local ordinances, and collective bargaining agreements to ensure compliant leave administration. It exercises discretion and professional judgment to assess individual cases, determine appropriate leave types and eligibility for job protection and pay, and deliver beneficial outcomes. The administrator consults with and educates employees and leaders about leave processes, policies, regulations, responsibilities, benefits, and pay. The position maintains policies and accurate, confidential case files and communicates with employees and leaders throughout each case. It independently determines when to engage partners such as payroll, benefits, labor relations, legal, medical providers, risk management, and occupational health. The role also supports team onboarding and orientation and maintains HIPAA compliance.

Requirements

B.S./B.A. in Human Resources or a related field, or four years of human resources experience.
Two years of experience with a bachelor’s degree, or four years of human resources experience.
Customer service experience without a degree.
Advanced knowledge of applicable federal and state laws, local ordinances, and collective bargaining agreements governing leave administration.
Ability to exercise discretion and professional judgment in leave case management.
Ability to maintain confidential employee personal health information and ensure HIPAA compliance.

Nice To Haves

Four years of leave-of-absence administration experience.
Specific short-term disability experience.
Medical terminology knowledge.
Experience with HRIS and timekeeping systems, specifically Lawson and Kronos.

Responsibilities

Contribute to a team culture grounded in respect, collaboration, openness, ownership, accountability, and appreciation of team members’ talents.
Create a personalized customer experience using Fairview’s AIDET service standard: Acknowledge, Introduce, Duration, Explanation, and Thank You.
Help solve challenges, improve work, and enhance the experience of those served by sharing ideas and participating in solutions.
Maintain expert knowledge of federal and state laws, local ordinances, and collective bargaining agreements governing leave administration.
Review and maintain policies for accuracy and keep current with federal laws and state regulations.
Manage leave cases using discretion and professional judgment, exploring case-specific circumstances to ensure legal compliance and beneficial outcomes.
Educate employees, family members, and managers about leave policies, processes, regulations, and responsibilities before and during leave.
Consult with and assist managers in identifying and resolving absence-management issues.
Guide and educate leaders on leave-of-absence performance management.
Advise employees about benefits and pay related to leave type and employee entitlements.
Maintain knowledge of the time and attendance system and apply appropriate time-off and pay codes.
Adhere to regulatory requirements, union contracts, and pay policies.
Maintain knowledge of employee accrual plans, including PTO, Vacation, Sick, and Medical Leave Bank.
Participate in onboarding and orientation of new team members.
Maintain confidential employee personal health information and files and ensure HIPAA compliance.
Communicate with employees and leaders throughout each case and maintain accurate case files.
Partner with Accommodations Case Managers and relevant internal and external stakeholders as case needs require.