Leave of Absence Coordinator

Valvoline Instant Oil Change - Henley Enterprises • New Castle, DE

1d • Hybrid

About The Position

Henley Enterprises, Inc. is a franchisee of Valvoline Instant Oil Change (VIOC) with over 260 locations. This full-time, nonexempt (hourly) position supports employees across the company and can be remote or hybrid, requiring residency in MA, NH, RI, MD, DE, or FL. The Leave of Absence Coordinator provides front-line administration and customer service for all federal, state, and company leave programs. This role serves as the primary point of contact for employees regarding leave, ensuring timely, accurate, and compliant administration. The Coordinator maintains records in the HRIS (UKG) and supporting systems, with opportunities to gain exposure to more complex responsibilities within leaves and accommodations under the direction of the HR Manager. This role also maintains visibility into workers' compensation cases and may assist with administration.

Requirements

• Strong written and verbal communication, including the ability to explain complex leave concepts to non-HR audiences in plain language.
• Customer centered problem resolution approach, with discretion when handling sensitive and personal information.
• High accuracy and attention to detail; strong organizational and time management skills with the ability to manage a high case volume across multiple jurisdictions.
• Collaborative team player, who escalates appropriately and documents thoroughly.
• Ability to work independently in a remote or hybrid environment while maintaining responsiveness on Teams, email, and phone during business hours.
• Proficient with Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint/OneDrive).
• Experience with Leave tracking software; ability to learn new HRIS and leave administration platforms quickly.
• Working knowledge of FMLA, ADA, military leave under USERRA, and at least one state PFML program; willingness and ability to develop multi-state expertise.
• Associates degree or equivalent combination of education and relevant work experience
• 0 - 2 years HR, front-line leave administration, or related experience

Nice To Haves

• Multi-state/multi-unit experience preferred

Responsibilities

• Serve as the front-line point of contact for all leave of absence (LOA) inquiries received via email, phone, or Microsoft Teams, providing prompt, accurate responses.
• Conduct initial intake conversations to determine the type(s) of leave that may apply based on the employee's qualifying reason, work state, tenure, and hours.
• Communicate the leave request process, eligibility, documentation requirements, certification deadlines, and return-to-work expectations to employees and their supervisors/managers.
• Field general questions relating to federal, state, and Company-provided leaves of absence, and escalate issues to the Leave & Workers' Compensation Specialist or HR Manager, as appropriate.
• Prepare and deliver leave packets to employees (both electronically and for physical mailing).
• Issue required notices (e.g., FMLA Eligibility & Rights and Responsibilities, Designation Notice, state PFML (Paid Family Medical Leave) within statutory timeframes and maintain documentation evidencing timely delivery.
• Open, monitor, and close leave cases in the HRIS (UKG WFM Leaves Module) and any successor or supplemental leave management platform, ensuring eligibility status, leave type, dates, certification status, documentation, and return-to-work dates are accurate at all times.
• Maintain thorough case notes documenting all employee, manager, and provider communications, including tracking interactive process steps, accommodation determinations, follow-up check-ins, and any requested adjustments.
• Coordinate light duty and intermittent leave schedules with managers where appropriate.
• Recognize potential reasonable accommodation requests (including requests that arise during a leave or as part of a return-to-work conversation) and escalate the ADA (Americans with Disabilities Act) interactive process in partnership with the HR Manager and HR Business Partner.
• Provide HR Business Partners and managers with status updates on active cases and respond to ad hoc questions in a timely manner.
• Collaborate with the Leave & Workers' Compensation Specialist on cases that involve overlap between LOA and workers' compensation matters.
• Other leave-related duties and occasional ad hoc HR function projects as assigned.

Benefits

• Competitive Hourly Rate at $30.45- $35.75, commensurate with experience and geographical location
• Health, Dental and Vision insurance after ninety days
• 401K with match after one year
• Company-paid Life and Disability Insurance
• Time off with Pay including paid vacation and sick leave
• FSA and Wellness reimbursements
• Educational Assistance
• Employee Discount at all Henley operated Valvoline Instant Oil Changes
• Discounts with Partnered Products

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree