Employee Relations & Leave Administration Specialist, Human Resources

Job Description The Employee Relations Leave Administration Specialist provides operational support for the Employee Relations function, with primary responsibility for the independent administration of FMLA and assigned leave programs. This role manages leave cases from inquiry to closure, ensuring accurate tracking and timely communication with employees, supervisors, and key university partners (Payroll, Benefits, ADA, Workers' Compensation).

Additionally, this role supports Employee Relations by handling concern intake, case management, and administrative coordination, escalating high-risk matters to leadership as needed. This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Key Responsibilities

FMLA and Leave Administration – 65% -Case Ownership: Serve as the primary point of contact for FMLA, managing all stages of the leave process, from initial intake and eligibility determination to return-to-work and case closure. -Documentation Compliance: Manage all notices, medical certifications, and leave tracking.

Proactively identify documentation deficiencies, monitor intermittent/reduced-schedule usage, and ensure accurate record-keeping. -Communication Guidance: Educate employees and supervisors on FMLA policies, roles, and responsibilities. Maintain consistent communication regarding leave status, return-to-work requirements, and employee protections.

-Process Coordination: Integrate FMLA with other University programs, including ADA accommodations, workers' compensation, paid leave, and the Shared Leave Donation Program. Ensure accurate payroll processing and facilitate timely return-to-work coordination. -Training Improvement: Serve as a subject matter expert. Develop job aids, deliver training, and recommend process improvements to ensure consistent policy application.

Employee Relations Support – 25% -Concern Intake: Act as an initial point of contact for employee/supervisor workplace concerns. Conduct objective preliminary intake and route to appropriate staff or leadership. Escalate high-risk matters (e.g., discrimination, harassment, safety concerns) immediately. -Administrative Support: Coordinate meetings, trainings, and interviews.

Prepare and format letters, memoranda, and investigative materials. Maintain secure, confidential records and track case-related deadlines. General HR Support – 10% -Maintain accurate HR records, assist with departmental reporting, and contribute to HR projects, training programs, and policy implementation.