HR Leave Management Specialist

HR Leave Management Specialist

3+ month Contract (potential for temp to perm)

On site New York, NY 100027

$30-32hr

Must Haves:

Bachelor's Degree

2+ years of relevant experience

Preferred Qualifications

Higher Ed Industry

The Leave Management Specialist is responsible for administering and overseeing employee leave and accommodation programs while ensuring compliance with federal, state, local, and University leave regulations. This role serves as the primary point of contact for leave-related matters and supports employees, managers, and HR stakeholders through the leave management process. The Leave Management Specialist promotes compliance, operational excellence, data integrity, and a positive employee experience within the HR Shared Services model.

I. Core Responsibilities

Leave Administration & Case Management

Serve as the primary point of contact for employee leave requests.

Administer and manage leave programs including FMLA, ADA accommodations, Paid Family Leave (PFL), Short-Term Disability (STD), Workers’ Compensation, Military Leave, and other applicable leave programs.

Determine leave eligibility and provide guidance on available leave and accommodation options.

Conduct leave intake consultations, prepare required documentation, and manage cases from intake through resolution.

Maintain ongoing communication with employees throughout the leave process.

Accommodation & Return-to-Work Administration

Coordinate ADA accommodations and facilitate the interactive accommodation process.

Manage return-to-work activities for employees returning from leave, disability, or workers' compensation.

Review medical and fitness-for-duty documentation and partner with stakeholders to support successful employee reintegration.

Employee Support & Communication

Provide timely, professional, and compassionate support regarding leave status, requirements, and deadlines.

Educate employees and managers on leave policies, procedures, and available resources.

Connect employees with appropriate support programs and services.

Documentation & Records Management

Maintain accurate, confidential, and compliant leave and accommodation records.

Track leave usage, certifications, extensions, and return-to-work documentation.

Ensure compliance with record retention and privacy requirements.

II. Service Delivery & Case Management

Respond to leave-related inquiries within established service levels.

Manage and document cases within the HR ticketing system.

Maintain accurate case notes, status updates, and resolution records.

Escalate complex or high-risk matters as appropriate.

Proactively follow up on outstanding documentation and leave milestones.

III. Projects & Process Improvement

Participate in process improvement, compliance, and system enhancement initiatives.

Support leave management systems, workflow automation, and HR Shared Services projects.

Develop and maintain SOPs, job aids, and training documentation.

Analyze leave trends and prepare reports related to leave utilization, accommodations, disability, and workers' compensation.

Collaborate with Benefits, Payroll, Labor Relations, Risk Management, and other internal stakeholders.

Support special projects and departmental initiatives as assigned.

IV. Compliance & Risk Management

Maintain knowledge of federal, state, and local leave and accommodation laws, including FMLA, ADA, PFL, and Workers’ Compensation.

Ensure compliance with University policies, legal requirements, and collective bargaining agreements.

Identify and escalate compliance risks.

Maintain audit-ready documentation and protect confidential employee information.

Support compliance audits and reviews.

V. Performance Expectations

Ensure accuracy in leave administration, documentation, eligibility determinations, and case management.

Meet established timelines and service-level expectations.

Take ownership of cases from intake through closure.

Demonstrate professionalism, empathy, and strong customer service.

Foster collaboration across departments and stakeholders.

Identify opportunities for process improvements and operational efficiencies.