Leave of Absence (LOA) Specialist

Kennedy Krieger Institute•Baltimore, MD

About The Position

The Leave of Absence (LOA) Specialist administers the Institute’s LOA program. The incumbent is the primary contact for employees and their managers on all requests related to educational, medical, military, and personal leaves of absence. This position reviews requests in compliance with company policies regarding leave (such as short- and long-term disability and workers compensation) as well as applicable state and federal regulations (including FMLA and ADAA). The incumbent will utilize leave data, generate reports, for case management purposes to and identify trends to drive continuous improvement are key aspects of the role

Requirements

Knowledge of Federal and State specific laws such as Family Medical Leave Act, state disability, and paid leave programs, and how to interpret and apply those statutes with internal policies
Strong documentation skills, including maintaining legally compliant case files and correspondence.
Strong competence with Microsoft Office (Excel, Outlook, Word) for tracking, reporting, and communication.
Proficiency and technical aptitude with HRIS systems
Excellent communication skills to explain leave decisions, rights, responsibilities, and timelines to employees and managers.
Strong organizational and time management skills with the ability to meet strict deadlines.
High School diploma or GED required.
3 years of experience administering leave programs, including FMLA, ADA accommodations, and disability claims (short term and/or long term).

Nice To Haves

Bachelor’s degree in business or human resources preferred.
Experience supporting employees in a multi-state environment with varying leave regulations preferred.

Responsibilities

Acts as lead administrator in the overall LOA system, including evaluating LOA data; reviewing pending paperwork and return to work status; actively communicating with staff and managers to monitor cases; and moving records through the LOA system while ensuring the accuracy and timely closing of LOA cases.
Manages individual leave cases. Evaluates leave benefit request, determines eligibility for the leave request and related benefit eligibility, and provides timely and accurate information to employees requesting leave while ensuring exceptional customer service. Details and communicates applicable designations, benefits, employee obligations, and processes to employees regarding their leave. Maintains communication with employees throughout the leave process to facilitate accurate application of FMLA protection and benefits. Requests additional medical documentation updates when needed and acts as liaison between employees on leave and their managers.
Administers the short-term disability benefit program. Works directly with employees, HRBPs, Payroll, and the Benefits team to coordinate the payment of short-term disability benefits. Coordinates with disability claim adjusters to ensure claims are processed in a timely fashion, monitors the portal, and communicates with employees when additional documentation is needed to adjudicate a claim or when disability claims have lapsed. Informs employees of disability claim denials and facilitates return to work plans with HRBPs and departmental leadership. Monitors missed benefit premiums and facilitates the collection of deduction arrears.
Tracks intermittent and block time FMLA, documents FMLA usage, and communicates balances to employees upon their return to work. Escalate issues to Benefits Manager and Human Resources Business Partners (HRBPs) as needed.
Generates reports, evaluates utilization, identifies trends, and makes recommendations in conjunction with Benefits Manager to Human Resources leadership on workflow changes, system enhancements, vendor support, and policy changes.
Collaborates with Benefits team members on Workers Compensation claims and ensures that employees who are eligible for leave under the FMLA receive appropriate information and designations. Ensures FMLA use is accurately tracked, recorded, and communicated to employees. Coordinates and communicates return to work plans with supervisors, benefits team and HRBPs.
Delivers in-service training on leaves of absence and advises managers and employees on the interaction of leave laws and policies regarding leave accruals, FMLA, ADA, workers compensation, and short- and long-term disability benefits. Collaborates with HRBPs and the Benefits team to evaluate changes in policy or statute that impact Institute policies.
Serves as project lead and primary liaison to the third-party administrator for FMLA administration. Works directly with the Business Solutions team and vendor to troubleshoot eligibility files, resolve issues, generate reports, and administer the program. Regularly enhances processes, efficiencies, and reporting capabilities. Evaluates vendor capabilities, technology, responsiveness, and service orientation.
Collaborates with HRBPs to facilitate other leave requests, which may include leave as an accommodation request under the ADA.
Supports benefits team, manager and leave coordinator with other projects as needed.