Leave of Absence Coordinator

Job Title: Leave of Absence Coordinator

Department: People Operations

FLSA: Non-exempt

Reports to: Director, Payroll and Benefits

Direct reports: No

Overview

Join us and be part of a mission-driven team that prioritizes innovation, collaboration, and continuous development. The Leave of Absence Coordinator is responsible for the end-to-end management of employee leaves, including FMLA, disability, NYS Paid Family Leave, and Workers’ Compensation. This role ensures compliance with applicable laws and internal policies, provides exceptional employee service, and maintains accurate documentation and payroll coordination related to leaves. The coordinator serves as a subject matter expert to employees and management teams, offering consultative support and policy interpretation to promote informed decision-making regarding employee leave options. The coordinator also serves as back-up to the Benefits and Payroll Coordinator.

Key Responsibilities

Leave of Absence Administration

• Serves as primary point of contact for employees and managers regarding leave related matters.
• Evaluate leave requests for compliance with company policies and legal requirements.
• Maintain accurate tracking of leave status and payroll transactions.
• Coordinate with employees, supervisors, IT, and Facilities to manage leave logistics and access.
• Ensure timely and accurate documentation for FMLA, disability, NYS Paid Family Leave, and Workers’ Compensation.
• Update and manage leave data in the Time Reporting System.
• Monitor time off usage and accruals per company policy.
• Coordinate requests for reasonable accommodation documentation, interactive process, and response to the employee.
• Develop and deliver educational resources for managers to enhance their knowledge of leave offerings, compliance obligations, and best practices for supporting employees throughout the leave process.
• Claims Management
• Submit and follow up on disability and Workers’ Compensation claims.
• Act as liaison with insurance carriers and third-party administrators.
• Ensure timely incident reporting and documentation.
• Compliance & Reporting
• Ensure compliance with federal and state leave regulations.
• Maintain OSHA compliance and reporting
• Recording of third-party sick pay for W-2 purposes
• Payroll Coordination
• Process payroll entries for employees on leave.
• Reconcile disability payments and salary continuation reimbursements and ensure accurate payroll adjustments.
• Provides back-up support to all aspects of payroll processing as needed.
• General Payroll & Benefits Support
• Assist in updating People Operations policies and procedures related to leave administration.
• Participate in annual Workers Compensation policy audits and compliance reviews.
• Maintain and update Workers’ Compensation policy and claimant packets.
• Conducts benefits invoice reconciliation and payment submission.
  
  

Required Key Skills And Qualifications

High School diploma or equivalent required; associate or bachelor’s degree preferred.

Minimum of 7 years of experience in People Operations, with a focus on leave administration and payroll systems. Strong knowledge of FMLA, ADA, NYS leave laws, and Workers’ Compensation.

Excellent customer service, communication, and organizational skills. Proficiency in Office 365 and HRIS/timekeeping systems.

Miscellaneous

• Requires the ability and commitment to respect and support patients, other employees and visitors with various lived experiences.
• Requires individual demonstration of commitment to the mission, vision, One Trillium values, behaviors and modeling them in the organization.
• Responsible for maintaining confidentiality of all patient, client, employee, protected and proprietary information.
• Employees are accountable for meeting the performance standards of their departments and must participate as requested in compliance audits and quality improvement plans.
• Required to participate in continuous improvement of job responsibilities and organizational or work processes to advance the organization or department.
• Other specific duties as assigned.
  
  

Physical Requirements

• Ability to sit/stand for extended periods at a desk and work on a computer.
• Ability to move within an office environment.
• Manual dexterity to operate a computer keyboard, mouse, and other office equipment.
• Visual acuity for reading documents, spreadsheets, and computer screens at close range.
• Ability to lift and carry office supplies or files up to 15 lbs.