HQ, Office & Administrative Support
Position Description / Responsibilities
The Leave Administrator is both a strategic advisor and a hands-on administrator responsible for managing various employee leave programs at Vanderbilt. The position will administer employee leave requests and provide guidance to employees and managers, and reports jointly to the executive directors of HR Benefits and HR Consulting. As a member of both teams, the incumbent will bridge the two fast-paced and dynamic teams with knowledge, insight and advice regarding employee leave plans and leave cases.
The Leave Administrator administers all applicable federal, state and institutional leave programs except faculty-specific leaves such as scholarly leaves (which are administered by the Office of the Provost). The position serves as a strategic partner to provide consultative expertise regarding the rights and responsibilities of both faculty/staff employees and management. The position processes leave requests for faculty and staff and serves as a central point of contact to coordinate and resolve related issues. The position’s responsibilities necessitate expert knowledge of various programmatic areas and processes that impact or are impacted by an employee’s leave status, including but not limited to payroll implications, benefits continuation, paid time off, FMLA entitlement, leave tracking, coordination with short- and or long-term disability programs, coordination with workers compensation benefits, etc.
The Leave Administrator works with employees and/or appropriate family members (when applicable), and with healthcare providers to obtain and communicate information on a variety of matters that impact the leave(s). The Leave Administrator partners with campus line managers, departmentally-based HR representatives, and unit heads and academic deans. Within HR, there is strong collaboration among the HR payroll, benefits, information systems, and HR employee relations consulting functions, and this position is expected to engage and lead the coordination among the functions to ensure that all aspects are addressed. The incumbent also coordinates closely with other campus offices that manage leave-related matters including workers’ compensation, ADA accommodations, occupational health/return-to-work issues, and legal issues, as well as with vendors and third-party administrators of disability programs.
Key Functions and Expected Performances:
Administers Leave Programs
- Assist faculty, staff and managers in smoothly navigating the appropriate leave policies, options and processes. Many faculty and staff rarely need to utilize a leave option and can feel overwhelmed by the many policies and processes. The Leave Administrator provides correct, complete, and understandable information in both verbal and written communication to a wide range of constituents.
- Serve as the primary point of contact for communications with faculty and staff, campus managers, and central offices regarding leaves of absence and related processes.
- Deliver the highest level of customer focus with faculty, staff, internal partners, vendors and third-party administrators, and provide responsive support and coordination throughout the leave process.
- Administer the full leave process – from initial request through return to work or long-term disability. This includes review of documentation, determination and communication of eligibility for leaves, liaising with central offices and vendor partners, evaluating, maintaining, and reporting data in appropriate enterprise data systems, tracking and communicating utilization, and managing deadlines and leave end dates. Helps the employee understand and meet deadlines. (All staff leave plans are managed by this position. For faculty, FMLA, TMLA and long term disability are the primary leave plans administered by this position.)
- FMLA/TMLA – Process and issue timely and accurate eligibility decisions and approval or denial of leave based on federal FMLA/state TMLA requirements. Collaborate with appropriate partners for complex medical approval/denial decisions and maintain communications with medical provider offices. Discuss eligibility or approval/denial questions or concerns with employee and/or manager. For faculty, communicate decisions with the appropriate Dean’s office.
- Promptly communicate approved disability leave decisions to employee and line manager.
- Coordinate and organize all medical information and ensure that HIPAA and Employee Privacy guidelines are closely monitored and effectively executed in order to support confidentiality and privacy of protected medical information.
- Clearly communicate pay implications and strategies during leave to employee and their campus-based HR representatives, so the employee makes informed decisions regarding pay options and the HR reps are prepared to assist with pay/leave entry.
- Assist campus HR reps (known as HCM Specialists) in understanding and entering leave types and status in the campus enterprise HR System (Oracle Cloud) and identify trends where additional training may be beneficial or necessary.
- Perform routine audits of Oracle HR system entries to identify errors and transactions that may need additional HCM Specialist or employee training.
- Accurately track hours used/taken by the employee and work closely with the Payroll and HRIS functions to ensure that pay is complete, correct and timely.
- Timely send all legally-required notifications administered during leaves and maintain accurate records of employee leaves in full legal compliance.
- Facilitate the administrative transition from short term disability (STDi) to long term disability (LTDi) with clear communications to employee, HCM Specialist and manager.
- Advise employees, medical providers, line managers and HCM Specialists regarding the return to work process.
- Participate in regular return-to-work discussions with occupational health, line manager, HR consultant and others as needed.
- Review processes and procedures to continuously enhance the automation, efficiency and quality of service delivery.
- Review, update and maintain leave policies and plans to ensure current legal compliance and changes in Vanderbilt policy or practice.
- Perform special projects as needed.
Partners with other VU staff to ensure coordination of cases
- Manage STDi/LTDi programs and ensure that claims are coordinated with FMLA or non-FMLA medical leave entitlements.
- Coordinate the integration of leaves with appropriate VU partners (e.g., workers’ compensation benefits in coordination with FMLA) and the coordination with other functions (benefits during LOA, payroll, etc.).
- Serves as primary liaison with leave benefit vendors for case management and to resolve employee concerns.
- Research and resolve issues by interacting with faculty/staff, line manager, unit HCM specialist, central HR consultant, payroll and benefits.
- Maintain appropriate contact with all HCM specialists regarding faculty/staff on leave to collaborate on return to work.
- Collaborate regarding investigations of suspect or potentially fraudulent activity of leave cases to identify, research and resolve matters.
Educating Campus Constituents
- Provide instruction to employees and training of line managers and HR staff on appropriate procedure for all types of leaves.
- Coordinate with employee relations to train managers on managing leave and employee performance concerns.
- Maintain current expertise via continuing professional development on leave topics and to ensure full federal and state compliance in all areas for which the position is responsible.
Collect data for analysis of plan activity and other audit and compliance requirements
Create and maintain leave data and trends via reporting metrics/analytics including current leaves, returns from leaves and intermittent leave implications (pay, benefits, return to work, etc.)
Review case data regularly with vendors to assess trends and identify areas for improvement.
Conduct reporting and audits to ensure compliance with applicable leave policies.
Analyze data to identify where data errors/inconsistencies exist and ensure the appropriate resolution of issues.
Conduct ad hoc leave of absence reporting and analyses as requested.
A minimum of three to five years of direct experience administering leave and disability plans for a large/complex employer strongly preferred.
Bachelor's degree in human resources or related field required; legal training or other advanced degree preferred.
Substantive experience with Oracle or other enterprise system technology strongly preferred.
Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
Assumes Positive Intent -- Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Responds Promptly -- When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response. Apply Online. Please provide a cover letter with your application.
Apply Online. Please provide a cover letter with your application.