Leave Administrator

The Leave Administrator is responsible for managing the end-to-end employee leave of absence process. This includes engaging directly with employees to advise them on the leave types for which they are eligible, and processing approved leaves accurately and in a timely manner across internal HR systems, union leave of absence (LOA) systems, and relevant regulatory/government bodies. The ideal candidate has hands-on experience administering FMLA, Paid Family Leave (PFL), Short-Term Disability (STD), Long-Term Disability (LTD), Workers' Compensation, and Personal LOA cases, and is comfortable working in a fast-paced, high-volume, in-person environment at our Penn 11 office in New York City.

Essential Duties & Responsibilities

• Act as the primary point of contact for employees inquiring about or currently on a leave of absence, providing clear and empathetic guidance throughout the process.

• Assess individual employee circumstances and advise on eligibility for FMLA, PFL, STD, LTD, Workers' Compensation, and Personal LOA, including applicable federal, state, and local leave laws.

• Initiate, process, and maintain leave cases in internal HRIS/leave management systems from intake through closure.

• Enter, update, and reconcile leave records in union LOA systems in accordance with applicable collective bargaining agreements.

• Communicate and coordinate directly with regulatory bodies and third-party administrators — including but not limited to the NY State Paid Family Leave program, the NYS Workers' Compensation Board, and short-/long-term disability carriers — to submit filings, track claim status, and resolve discrepancies.

• Track leave milestones, recertification deadlines, and required documentation, following up proactively with employees, managers, and carriers.

• Partner with Payroll to ensure correct pay coding, benefit deductions, and continuation of coverage during leave periods.

• Coordinate with HR Business Partners and union representatives on leave-related accommodations, job protection, and return-to-work planning.

• Prepare and maintain accurate, audit-ready leave documentation and case files in compliance with recordkeeping and privacy requirements.

• Generate regular reports on leave trends, case volume, and compliance metrics for HR leadership.

• Respond to employee, manager, and union inquiries regarding leave status, balances, and next steps.

• Monitor changes in leave-related legislation (federal, NY State, and NYC) and recommend updates to internal policies and procedures as needed.

• Maintain strict confidentiality of employee medical and personal information in accordance with HIPAA and company policy.

• Perform other related HR duties and special projects as assigned.

Required Qualifications

• 2 years of hands-on experience administering employee leaves of absence, specifically including FMLA, PFL, STD, LTD, Workers' Compensation, and Personal LOA.

• Demonstrated experience processing leave cases within union LOA systems.

• Working knowledge of federal and New York State leave and disability regulations.

• Prior experience communicating directly with regulatory agencies and/or third-party claims administrators.

• Strong organizational skills with the ability to manage a high volume of concurrent, detail-sensitive cases.

• Excellent verbal and written communication skills, with the ability to explain complex policy clearly and compassionately.

• Proficiency with HRIS platforms, leave management systems, and Microsoft Office (Excel, Outlook, Word).

• High school diploma or equivalent required; Bachelor's degree in Human Resources, Business Administration, or related field preferred.

• Ability to work in person, five days per week, at the Penn 11 office in New York City.

Preferred Qualifications

• Experience in a unionized workforce environment.

• Professional certification such as PHR, SHRM-CP, or CLMS (Certified Leave Management Specialist).

• Experience with a major HRIS platform (e.g., Workday, ADP, UKG) and dedicated leave management software.

Working Conditions & Physical Demands

• This is an in-person, office-based role located at Penn 11, New York, NY.

• Standard office environment; primarily sedentary work involving extended periods at a computer.

• Occasional need to handle sensitive or emotionally difficult conversations with employees regarding medical or personal circumstances.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Commuter assistance
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $60,000 - $70,000