Leave Specialist

Universities of Wisconsin•Madison, WI

2d•Hybrid

About The Position

The Leave Specialist works within the School of Medicine and Public Health (SMPH) Dean’s Office, Department of Administration – Human Resources. The Medical Leave Program provides information, consultation, education, training, and outreach on medical and parental leave processes to more than 7,600 employees. Under the general supervision of the Medical Leave Program Manager, the Leave Specialist serves as a subject matter expert and key resource on medical and parental leave, leave programs and laws, and UW and SMPH policies and procedures. The incumbent is the primary administrator for medical and parental leaves of absence, independently managing an annual caseload of more than 800 leaves. The role coordinates cases throughout the leave lifecycle, conducts eligibility checks, facilitates administrative processes, responds to inquiries and requests, and applies leave policies and programs while ensuring compliance with applicable laws and policies. The specialist works with employees, supervisors, departmental leaders, campus partners, and other Divisional Disability Representatives, and coordinates information sharing with areas such as benefits, accommodations, and employee relations. The position requires independent judgment, discretion, initiative, flexibility, confidentiality, strong communication and customer service, and the ability to manage detailed, high-volume work in a fast-paced environment. The Leave Specialist also collaborates with the Leave Program Manager on process, system, and service-delivery improvements. Some work may be performed in person at a designated campus location, with some work potentially performed remotely.

Requirements

At least 2 years of experience with demonstrated career progression in an HR, leave or benefits administration, or case management role.
Experience successfully managing highly detailed, 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.
Experience using digital productivity tools to support high-volume data management, reporting, analysis, or tracking.
At least 1 year of demonstrated experience interpreting, communicating, and disseminating complex information clearly and accurately to diverse audiences, including consultation and guidance on policies, procedures, or programs.
Ability to manage competing priorities, maintain accuracy and attention to detail, and work independently in a fast-paced environment.
Strong oral and written communication skills and the ability to communicate effectively with employees, leaders, and stakeholders across organizational levels.
Ability to exercise judgment, discretion, and initiative while maintaining confidentiality and effective professional relationships.

Nice To Haves

Three or more years of experience in an HR, leave or benefits administration, or case management role.
Experience in process improvement within leave administration, benefits administration, or case management.
At least 1 year of direct experience with FMLA/WFMLA or other leave-of-absence programs.
Experience managing a multi-person process or workflow.
Experience managing a high-volume caseload, setting case priorities, and maintaining accuracy and service quality under tight deadlines.
High school diploma.

Responsibilities

Collaborate with the Employment Relations Director and Medical Leave Program Manager on outreach and communications to inform and educate SMPH employees and HR/Payroll staff about FMLA/WFMLA and the SMPH leave program.
Track leaves of absence and complete lifecycle transactions in accordance with established policies, regulations, and laws.
Document, audit, and request required documentation for eligibility and updates as required by policies and procedures.
Receive and respond to individual leave requests and inquiries according to established policies, procedures, regulations, and laws.
Serve as a subject matter expert and primary point of contact for staff regarding leaves of absence and affiliated programs.
Contribute to the development of strategies for reasonable accommodations.
Independently manage an annual caseload of more than 800 leaves, including transactional and administrative leave-of-absence work.
Consult with employees and supervisors and facilitate leave-related administrative processes and eligibility checks.
Coordinate information sharing with benefits, accommodations, employee relations, and other relevant areas to support a smooth employee experience.
Work collaboratively with campus stakeholders, partners, and other Divisional Disability Representatives on leave initiatives, policies, and programs.
Collaborate with the Leave Program Manager to identify improvements to processes, systems, and service delivery.