LOA Administrator

Leave Of Absence Administrator

The Leave Of Absence Administrator is responsible for the day-to-day administration of leave and accommodation programs for employees in the United States and Canada. This position serves as a primary point of contact for employees, managers, HR Business Partners, HR Operations, and third-party administrators regarding leave of absence and workplace accommodation matters.

The Leave Of Absence Administrator coordinates the interactive process for accommodation requests, administers personal leave programs, conducts audits, and ensures compliance with company policies and applicable federal, state, provincial, and local regulations. This role requires sound judgment, exceptional customer service, strong analytical skills, and the ability to effectively manage multiple priorities in a fast-paced environment.

Responsibilities

Leave Administration

• Administer company leave programs for U.S. and Canadian employees.
• Coordinate with third-party leave administrators to ensure timely and accurate claim administration.
• Monitor leave statuses and ensure compliance with company policies and applicable laws.
• Respond to inquiries from employees, managers, HR Business Partners, HR Operations, and HR Help.
• Maintain accurate case documentation and records.
• Escalate complex or high-risk matters to leadership and Legal, as appropriate.

ADA, PWFA, and Workplace Accommodations

• Administer day-to-day accommodation requests under the Americans with Disabilities Act (ADA), Pregnant Workers Fairness Act (PWFA), and applicable state laws.
• Facilitate the interactive process with employees, managers, HR Business Partners, and third-party administrators.
• Review medical documentation and coordinate requests for clarification when necessary.
• Prepare accommodation determinations and related correspondence.
• Coordinate temporary accommodations, transitional work arrangements, and return-to-work restrictions.
• Monitor accommodation expiration dates and ensure timely follow-up.
• Escalate complex accommodation matters, undue hardship concerns, and legal issues to leadership.
• Maintain accurate accommodation records and documentation in accordance with company policy and applicable laws.

Vendor Coordination and Case Management

• Partner with third-party leave administrators, disability carriers, Payroll, Benefits, HR Operations, and HRIS teams to ensure effective administration of leave and accommodation programs.
• Monitor case activity and identify service issues requiring escalation.
• Support implementation of process improvements and system enhancements.
• Participate in cross-functional initiatives designed to improve operational efficiency and employee experience.

Reporting, Audits, and Return-to-Work Activities

• Conduct audits related to AWOL cases, return-to-work activities, and direct billing processes.
• Review cancelled and deleted leave claims received from third-party administrators.
• Audit intermittent leave reporting and identify discrepancies.
• Prepare reports, trackers, and supporting documentation as needed.
• Monitor data integrity within Workday and related systems.
• Coordinate return-to-work activities and follow up with managers regarding outstanding actions.

Compliance and Continuous Improvement

• Maintain confidentiality of employee and medical information.
• Remain current on federal, state, provincial, and company leave and accommodation requirements.
• Recommend process improvements and assist in developing procedures, job aids, and training materials.
• Support departmental projects and perform other duties as assigned.

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones and copiers. This is largely a sedentary role; however, this position may require the ability to occasionally lift reams of paper and bend or stand as necessary.

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required. Management reserves the right to modify, add to, or remove duties as business needs dictate.

Qualifications

Education and Experience

• Bachelor's degree in Human Resources, Business Administration, or related field preferred.
• Minimum of five (5) years of experience administering leave of absence and accommodation programs.
• Minimum of three (3) years of experience managing complex cases involving the intersection of worker's compensation, FMLA, ADA, and return to work programs.
• Experience working with third-party leave and disability vendors required.
• Experience with Workday or other Human Capital Management systems preferred.
• Experience supporting U.S. and Canadian leave programs preferred.

Knowledge and Skills

• Extensive knowledge of FMLA, ADA, PWFA, USERRA, HIPAA, wage and hour laws, and state leave programs.
• Strong understanding of workers' compensation, FMLA, ADA, and other applicable leave and accommodation laws.
• Demonstrated experience coordinating cases involving overlapping workers' compensation, leave of absence, return-to-work, and workplace accommodation obligations.
• Ability to analyze complex case scenarios and apply multiple laws and company policies simultaneously while ensuring compliance and minimizing operational risk.
• Knowledge of Canadian leave and benefit programs preferred.
• Strong analytical and problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and stakeholder management skills.
• Ability to prioritize competing demands and manage multiple cases simultaneously.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office Suite and HR technology platforms.
• Strong organizational skills with exceptional attention to detail.
• Ability to adapt to changing priorities and business needs.

Qualifications

• Organized and capable of meeting deadlines in a fast-paced environment.
• Professional, responsive, and customer-focused.
• Strong critical thinking and decision-making capabilities.
• Ability to manage sensitive and confidential information appropriately.
• Effective relationship-building and collaboration skills.
• Ability to exercise discretion and maintain objectivity.
• Ability to work with ambiguity and changing priorities.
• Commitment to continuous learning and process improvement.
• Demonstrated ability to provide exceptional service to employees and business partners.
• Ability to respond appropriately to changes in a routine work setting and make simple work-related decisions.

We are excited to share that the base salary range for this position is $66,557.40 - $88,743.20. This position is also eligible for an annual discretionary bonus, targeted at 3%. NFI takes into consideration applicants' qualifications, experience, education, and geographic location when determining a starting rate of pay.

Employees are also eligible for a robust benefit program, which includes Medical, Dental, Vision, Prescription Drug Coverage, 401k Plan, Wellness Program, Life Insurance, Paid Time Off, and Paid Parental Leave, among other benefit plan options.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities