People Services Coordinator - Leave of Absence

Lifelong Learning Administration Co•Lancaster, CA

11h•Hybrid

About The Position

The People Services Coordinator - Leave of Absence (LOA) coordinates, facilitates, and tracks employee leaves of absence, including determining eligibility, availability, and applicable leave requirements. The role administers leave requests and accommodations requiring specialized attention under laws such as FMLA, CFRA, ADA, and USERRA, as well as other federal, state, and local leave laws. It works with the organization’s third-party administrator and internal stakeholders to review documentation, manage claims, communicate policies and status, and support employees through leave and return to work. The position reports to the People Services Manager or designee. This is a full-time position, Monday through Friday, 8 a.m. to 5 p.m. It offers a hybrid work arrangement, with on-site responsibilities based on program and site needs. Travel in the performance of job duties is required.

Requirements

High school diploma.
Three to four years of experience handling FMLA and CFRA leave in a high-volume, fast-paced environment on a national level.
Completion of specialized certification or training in leave administration.
In-depth knowledge of applicable federal, state, and local laws pertinent to benefits administration, including FMLA, CFRA, ADA, ERISA, HIPAA, and Workers’ Compensation.
Experience working in a large organization with 1,000 or more employees.
Proficiency with Human Resources Information Systems and databases.
Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Ability to travel in the performance of job duties.
Ability to analyze information and data and present logical conclusions to inform operational decisions.
Strong knowledge of the organization’s culture, business units, services, and products.
Strong problem-solving and conflict-resolution skills, including the ability to use logic and reason to assess alternative solutions and approaches.
Ability to manage multiple projects in a fast-paced, high-volume environment while maintaining quality and meeting deadlines and budgets.
Strong documentation, records-management, oral communication, and written communication skills.
Ability to collaborate with employees at various organizational levels.
Ability to work autonomously and demonstrate reliability, responsibility, dependability, and customer-service focus.
Ability to maintain confidentiality of client, company, and employee information.
Ability to sit for prolonged periods and work on a computer.
Ability to exert up to 10 pounds of force at times.
Ability to manage a high workflow, coordinate projects, and engage with people.
Finger dexterity for tasks such as typing and handling small objects.
Ability to convey detailed or important information accurately, loudly, or quickly when needed.
Average hearing and visual abilities sufficient to receive ordinary information, prepare or inspect documents, or operate machinery.
Ability to frequently multitask, change task priorities, perform repetitive exacting work, and work in a noisy, distracting environment with frequent deadline pressure.

Nice To Haves

Associate degree preferred.
SHRM-CP, SHRM-SCP, PHR, or SPHR certification.

Responsibilities

Coordinate and administer eligible employees’ intermittent or continuous leave requests in collaboration with the organization’s third-party administrator.
Serve as a point of contact for assigned cases and review confidential or sensitive documentation for compliance with leave policies, guidelines, and legal requirements.
Confirm whether absences qualify as leave events and provide formal notification to affected parties.
Collect documentation from internal and external stakeholders to confirm eligibility and leave duration, ensuring documentation meets federal timelines.
Help resolve stakeholder misunderstandings about leave issues and ensure adherence to the claim process.
Use leave-management software and systems to manage cases and records and track documentation and communications.
Open and manage new leave claims and create follow-up tasks.
Work with Payroll and the third-party administrator to ensure leave is processed according to applicable laws and organization guidelines.
Coordinate employees’ return-to-work process, provide status information to supervisors, and support timely and successful returns.
Communicate policies and procedures to employees, prepare them for leave, and maintain communication throughout the process.
Communicate employee work status with management and escalate complex or challenging cases to People Services leadership.
Conduct, coordinate, and document Interactive Process meetings and prepare medical questionnaires as needed.
Coordinate and communicate employee leave information with Human Resources, Benefits, Payroll, and Site Leadership.
Serve as a subject matter expert by interpreting and guiding HR professionals and agency management on leave compliance and administration.
Participate in updating rules and guidelines concerning employee leave rights and responsibilities.
Deliver training to managers, supervisors, HR professionals, and other stakeholders on organization policies, procedures, and legal requirements.
Update and provide input to training materials.
Gather and analyze metrics to evaluate LOA practices and propose and implement improvements.
Perform other administrative duties, responsibilities, and activities as assigned or changed.