Leave Specialist

Universities of Wisconsin•Madison, WI

1d•Hybrid

About The Position

Within the Dean’s Office, Department of Administration – Human Resources, the Medical Leave Program serves as the central hub for information on the medical and parental leave processes for the School of Medicine and Public Health (SMPH), the largest division at UW-Madison. The program provides essential medical and parental leave information, consultation, education, training, and outreach services to over 7,600 employees, including Academic Staff, University Staff, Faculty, Limited Appointees, Post Degree Trainees, Student Assistants, and Student Hourlies. Under the general supervision of the Medical Leave Program Manager, the Leave Specialist serves as a subject matter expert and key resource for the division on medical and parental leaves, leave programs, leave laws, UW and SMPH leave policies and procedures, and leave related matters. The incumbent will have extensive contact with and provide support and expertise to employees, supervisors, departmental leadership, and others within the division. Additionally, the incumbent must work collaboratively with campus stakeholders and partners, and other Divisional Disability Representatives (DDRs) to further leave initiatives, policies, and programs on behalf of SMPH. The Leave Specialist must have the expertise and skills to partner with employees, supervisors, department leadership, and stakeholders throughout the leave lifecycle for employees. The incumbent will be the primary administrator for all medical and parental leaves of absence, overseeing the end-to-end coordination of leave cases, ensuring compliance with federal and state laws, and UW policies and procedures. The ability to think critically regarding leaves for employees within the framework of complex federal and state laws, university policies and procedures, and operational needs is essential. The incumbent must have knowledge of, and experience with, independently managing a high-volume workload within a fast-paced environment, including the ability to be flexible, highly organized, multi-task and prioritize, and have great attention to detail and accuracy. They must be able to communicate, disseminate, and share complex information clearly and effectively, both orally and in writing, using a variety of methods appropriate for diverse audiences. The incumbent must have exceptional oral and written communication skills and be adept at communicating effectively with employees experiencing diverse leave-related situations and with leaders and stakeholders across all levels of the organization. The Leave Specialist is expected to exercise considerable judgment, discretion, and initiative while maintaining a high degree of flexibility in order to manage challenging leave situations while maintaining a high level of confidentiality. The incumbent must be able to cultivate and maintain effective professional relationships with employees, supervisors, stakeholders, and others across the organization. The incumbent is responsible for independently managing an annual caseload of 800+ leaves, including the day-to-day transactional and administrative aspects of leave of absence administration for SMPH employees including responding to leave inquiries and requests, consultation with employees and supervisors, eligibility checks, facilitation of administrative processes, and implementation and application of leave policies and programs. The incumbent is expected to demonstrate exceptional customer service by coordinating the sharing of information when leave cases cross over into other areas such as benefits, accommodations, employee relations, etc. to ensure a smooth process for employees. The Leave Specialist will work closely and collaboratively with the Leave Program Manager to identify opportunities to improve processes, systems, and service delivery, contributing to operational efficiency and an enhanced employee experience. This position is ideal for a highly organized professional who thrives in a dynamic, fast-paced environment. Ideal candidates find satisfaction in managing shifting priorities, while navigating evolving complex situations that require proactive critical thinking, sound judgment, and a compliance-centered approach balanced with professionalism, empathy, and confidence. Successful candidates enjoy combining analytical problem-solving with strong administrative execution, ensuring accuracy while effectively managing large volumes of work, contributing to process improvements, and advancing leave program excellence across SMPH.

Requirements

At least 2 years of experience with demonstrated career progression in an HR, leave or benefits administration, or case management type role is required
Experience successfully managing highly detailed and high-volume administrative work including coordination, documentation, and tracking.
Experience identifying and implementing process improvements that enhance customer support, documentation accuracy, workflow efficiency, or compliance metrics; preferably within leave administration, benefits administration, or case management.
Experience using digital productivity tools to support high-volume data management, reporting, analysis, or tracking.
At least 1 year demonstrated experience interpreting, communicating, and disseminating complex information to diverse audiences in a clear, accurate, and understandable manner, including providing consultation and guidance on policies, procedures, or programs; preferably within leave administration, benefits administration, or case management.
H.S. Diploma preferred

Nice To Haves

3 or more years of experience is preferred.
At least 1 year of experience working directly with FMLA/WFMLA or other leaves of absence programs is strongly preferred.
Experience managing a multi-person process or workflow.
Experience managing a high-volume caseload, determining case priorities, and maintaining accuracy and service quality under tight deadlines.

Responsibilities

Collaborate with Employment Relations Director and Medical Leave Program Manager on outreach and communication efforts to inform and educate SMPH employees and HR/Payroll Staff on FMLA/WFMLA and the SMPH leave program.
Tracks leave of absences and completes lifecycle transactions in various mediums as required by established policies, regulations, and laws
Documents, audits, and requests required documentation for eligibility or needed updates as required by established policies and procedures
Receives and responds to individual requests and inquiries according to established policies, procedures, regulations, and laws
Serves as a subject matter expert and main point of contact for staff regarding leave of absences and affiliated programs
Contributes to the development of strategies for reasonable accommodations