People Services Coordinator - Leave of Absence

LIFELONG LEARNING ADMINISTRATION CO•Lancaster, CA

2d•$32 - $43•Hybrid

About The Position

The People Services Coordinator - Leave of Absence (LOA) coordinates, facilitates, and tracks employee leave of absences, determining eligibility, availability, and leave requirements. The role administers leave requests and accommodations requiring specialized attention, particularly those covered by the Family and Medical Leave Act (FMLA), California Family Rights Act (CFRA), Americans with Disabilities Act (ADA), Uniformed Services Employment and Reemployment Rights Act (USERRA), and other federal, state, and local leave laws. The position reports to the People Services Manager or designee. This is a regular full-time position based in Lancaster, California, with a hybrid work arrangement. On-site responsibilities are determined according to program and site needs. The schedule is Monday through Friday, 8 a.m. to 5 p.m. Travel in 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 related 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 performance of job duties.
Ability to analyze information and data and present logical conclusions for operational decisions.
Strong problem-solving and conflict-resolution skills, including the ability to use logic and reason to evaluate alternative solutions and approaches.
Ability to manage multiple projects in a fast-paced, high-volume environment while maintaining quality and meeting deadlines.
Strong documentation, records management, oral communication, and written communication skills.
Ability to collaborate with employees at various levels and provide excellent customer service.
Ability to work autonomously and demonstrate reliability, responsibility, and dependability.
Ability to maintain confidentiality of client, company, and employee information.
Ability to handle prolonged periods sitting at a desk and working on a computer, and to exert up to 10 pounds of force at times.
Ability to perform frequent multitasking, changing task priorities, and repetitive, exacting work under deadline pressure and in a noisy, distracting environment.
Finger dexterity for typing and other small movements; ability to talk to convey detailed or important information accurately, loudly, or quickly; average hearing; and ordinary visual acuity for preparing or inspecting documents or operating machinery.

Nice To Haves

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

Responsibilities

Coordinate and administer qualified employees’ intermittent or continuous leave requests in collaboration with the organization’s third-party administrator.
Serve as the 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.
Work with internal and external stakeholders to collect documentation needed to confirm employee eligibility and leave duration, ensuring documentation meets federal timelines.
Help resolve stakeholder misunderstandings regarding leave issues and ensure adherence to the claims process.
Use leave management software and systems to manage cases, records, documentation, and communications; open and manage new claims and create follow-up tasks.
Coordinate with Payroll and the third-party administrator to ensure leave is processed in accordance with applicable laws and organizational guidelines.
Manage the return-to-work process, support timely employee returns, and provide status information to supervisors.
Communicate policies and procedures to employees before and during leave and communicate employee work status to management.
Escalate complex or challenging cases to appropriate People Services leadership.
Conduct, coordinate, and document Interactive Process meetings and prepare medical questionnaires as needed.
Coordinate and communicate employee leave with Human Resources, Benefits, Payroll, and site leadership.
Guide HR professionals and agency management on compliance and leave administration practices as a subject matter expert.
Participate in updating rules and guidelines describing employee leave rights and responsibilities.
Deliver training to managers, supervisors, HR professionals, and other stakeholders on organizational policies, procedures, and legal requirements; update and contribute to training materials.
Gather and analyze metrics to evaluate LOA practices and propose and implement improvements.
Perform other administrative duties and activities as assigned or changed.