Job Summary
The HR Department is seeking a highly motivated individual to oversee and administer leave requests and accommodations requiring specialized attention. Scope includes those eligible under the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws, short-term or long-term disability plans, and workers compensation.
Accountabilities
Communicates with employees regarding a need for leave and/or modified work schedule. Notifies employees of their reporting responsibilities and of any documentation and notice required to qualify for and to take leave.
Audit biweekly timesheets to initiate notifications to the employee and their manager to confirm if a pattern of timesheet entries may meet the criteria of a leave event.
Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work; counsels employee on disclosure level of information that is required to share internally, while encouraging ongoing communication between employee, manager and HR Partner. Within reason, relays communication between employees and their managers during leave. Advises HR Partners, managers and employees on the leave laws with paid time off, parental leave, short-term and long-term disability benefits, and workers compensation guidelines. Support training as required.
Facilitates other leave requests, which may include accommodation requests under the ADA in coordination with internal teams, as required.
Liaise with Third Party Administrators (TPA) on claims management.
Administers other company time-off programs as assigned in accordance with internal policy and applicable laws. Assists in strategy development for program enhancements to include preparing cost estimates, bench marking and documenting the business case; reviews HIPAA guidelines and makes appropriate recommendations.
Prepares and conducts briefings on utilization and other aspects of the programs.
Drafts and/or recommends revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations.
Monitors and analyzes regulations and compliance requirements for the program and implements changes for the organization. Includes researching requirements, identifying impacted employees, establishing paid absence plans and working with payroll and HRIS to set up deductions, drafting communications and presentations, and answering employee questions.
Maintains employee leave status tracking in Workday and ensures timesheets are accurately updated for employees on leave of absence.
Monitors and updates intranet leave and disability content for accuracy ensuring edits are made as needed .
Stays up to date and informs internal stakeholders of all state leave requirements.
Develops and fosters positive working relationships with HR functional teams
Serves as backup to other Total Rewards team members as needed
Administration
Updates timesheet/leave spreadsheet and authorizes time away in collaboration with managers
Calculates leave accruals
Applied Knowledge & Skills:
Ability to make decisions and operate without oversight with respect to complex issues and business requirements with a moderate degree of exposure.
Ability to thrive in a fast-paced changing environment and at times deal with ambiguity.
Ability to effectively communicate (verbal and written) at all levels of the organization to effectively convey ideas and demonstrate subject matter expertise.
Ability to work independently and closely with others as part of a team.
Strong organizational and time management skills.
Excellent verbal and written communication skills; Strong interpersonal skills.
Ability to multi-task, set priorities and manage time to achieve goals/complete projects on or ahead of due date.
Effective analytical and research capabilities, including advance knowledge and experience with Excel in developing spreadsheets with cost analysis. Advanced skills in MS Office Suite (Word, Excel, PowerPoint, Outlook, TEAMS and SharePoint) and HRIS/Payroll systems (Workday). Knowledge with Deltek Costpoint Time and Expense a plus.
Problem Solving & Impact:
Works on complex problems that require analysis of situation or data and a review of identifiable factors. Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining results. Decisions made generally affect own job or specific functional area.
Supervision Given/Received:
Consults with management to administer leave requests and accommodations.
Mentors lower-level staff to accomplish departmental and organizational goals.
Typically reports to a Director.
Education:
Bachelor's degree in Business Administration, Human Resources or other applicable major is required. PHR certification preferred.
Experience:
Minimum 3-5 years of experience providing full range of leave of absence administration in an office setting.
Advanced knowledge of FMLA, ADA, HIPAA, workers compensation, and other relevant state and local leave laws.
HRIS experience is required. (Workday experience is preferred)
Working knowledge of benefit programs and processes.
Typical Physical Demands:
Typical office environment.
Ability to sit and stand for extended periods of time
Ability to lift 5 lbs.
Technology to be Used:
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment. Page 3 of 4
Travel Requirements:
Up to 5%
The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Hiring Salary Range: $65,000 - $95,000
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.
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