Leave & Retirement Coordinator

PAY GRADE: 29E

Context Of The Job

Reporting to the Director, the Leave & Retirement Coordinator delivers administrative and operational support to the Leave Management and Retirement teams, overseeing programs such as FMLA, disability, parental leave, COBRA, Workers’ Compensation, and retirement services. This position serves as the primary point of contact for employees, providing customer service and responding to inquiries related to leave and retirement programs. The role is responsible for managing documentation, overseeing case intake, and ensuring accurate processing and recordkeeping in compliance with federal, state, and University policies.

Major Responsibilities

Leave Management

• Act as the first point of contact for employees and managers regarding Paid Family Medical Leave, FMLA, disability leave, parental leave, and other absence programs.
• Coordinate with employees, supervisors, and health care providers to ensure timely completion and updates of forms to process leave, update employment status, and leave tracking.
• Performs data entry into HRIS system including daily and periodic monitoring and tracking reports.
• Processes employee benefit changes within required time limits to meet payroll deadlines.
• Calculate, reconcile, and generate billing statements to the State of Delaware for the Disability Insurance Program and employees on leave.
• Facilitate administration and process transactions for benefits provided to surviving dependents.
• Serve as the point of contact for COBRA administration, ACA notification, and benefits continuation, including manual enrollments and discrepancy reports.
• Prepare employee correspondence, status updates, and benefit cost summaries during leaves of absence.
• Assist with payroll-related forms, billing calculations, and updates related to employee leave status.
• Coordinate with internal HR partners and external agencies to ensure timely and accurate leave administration.
• Submit injury reports and initial Workers’ Compensation documentation; maintain accurate claim records and coordinate with employees, medical providers, and internal partners for case updates.
• Serves as liaison to the State of Delaware and their third-party administrator, PMA.
• Ensure compliance with federal, state, and University leave policies, including FMLA, ADA, and program-specific requirements.
  
  

Retirement Administration

• Provide initial guidance and customer service to employees considering retirement, including timelines, forms, and benefit options.
• Assist employees and retirees with completing required retirement and benefit enrollment documents.
• Provide administrative support for retiree benefit programs (medical, dental, vision, life insurance), including data entry, enrollments, billing updates, and payment verification.
• Coordinate with the State Pension Office and other agencies to obtain service credit, payroll history, and required confirmations.
• Address inquiries and discrepancies related to State Pension applications.
• Maintain retirement savings records (403(b), 457(b), State Pension Plan) by reviewing responding to questions and resolving routine discrepancies.
• Assist in preparing educational materials, presentations, and workshops to enhance employee understanding of retirement benefits.
  
  

General Responsibilities

• Maintains the communication tracking system and answers questions related to leave of absence, retirement, policies, procedures, and benefits.
• Generate routine reports, verify data accuracy, and support process improvements.
• Maintain confidentiality and ensure proper handling of sensitive benefit and medical information.
• Perform other job-related duties as assigned.
  
  

Qualifications

• Bachelor's degree and three years of job-related experience, or equivalent combination of education and experience.
• Prior experience in Leave Administration preferred.
• Knowledge of federal and State laws, rules and regulations related to FMLA leave preferred.
• Familiarity with state and federal regulations related to certain benefit programs (i.e. COBRA, IRS section 125).
• Strong organization skills and attention to details
• Proficiency with HRIS systems (PeopleSoft 9.2 or higher preferred).
• Ability to analyze and interpret data
• Records maintenance skills. Ability to maintain confidentiality of records and information.
• Proficiency in MS Office applications with proficiency in spreadsheet, database and presentation software.
• Experience managing multiple projects and deadlines.
• Strong ability to communicate and work effectively, both verbally and in writing, with a wide range of constituencies in a diverse community.
• Knowledge of customer service standards and procedures.