Leave of Absence Specialist

Work With Purpose

At AlerisLife we’re dedicated to advancing the lives of all we serve - from our residents to each and every one of our team members. With a mission-driven mindset and a desire to make a difference in the lives of others, our team members enjoy a work culture that is uniquely supportive of their professional and personal lives. A place where they can advance others, and themselves.

Summary

The Leave of Absence (LOA) Specialist plays a crucial role in facilitating and coordinating the leave of absence processes to ensure a positive and efficient employee experience. The specialist acts as the central internal point of contact, liaising with multiple site locations across the United States and third-party leave administrators. This role ensures that all leave-related systems, communications, and processes are well-coordinated throughout the leave cycle and that team members and managers are well educated on how to navigate the leave of absence request process.

The leave of absence specialist is responsible for

End to End Leave Monitoring and Coordination

• Monitor leave of absence requests as reported through third party leave administrator to determine any actions or steps required by the company.
• Run regular reporting from HRIS system and third party leave administrator and follow up on leave requests as required.
• Ensure timely entry of leave of absence into the Workday HRIS system on employee status changes related to leave of absence.
• Maintain accurate tracking of leave status and required action items in partnership with 3rd party administrator.
• Escalate questions to 3rd party administrator to ensure timely review and response to team member requests or status updates.
• Serve as internal point of contact for leaders in our various locations that have questions or require guidance on the leave status of an employee.
• Work closely with HR, managers, and other departments to provide information and updates on employee leave status, helping to coordinate staffing needs.
• Ensure proper management of benefit programs related to employee leave status.
• Facilitate a smooth return to work process for employees, including coordinating accommodations or modified duties when needed.
• Meet regularly with the internal benefits team and 3rd party leave administrator to review leave status and more complex cases that require escalation or additional support.

Benefits Administration

• Determine leave impact on benefits and Issue letters to employees to notify them of their requirements with respect to premium payments.
• Process benefit transactions in Workday as needed related to the leave.
• Track premium payments to ensure continuation of benefits.
• Notify team members if benefits are at risk of cancellation due to lack of eligibility or non-payment of premium
• Inform team members regarding their benefits status and to follow up on leave related requirements such as past due documentation or return to work requirements.
• Partner with the internal worker’s compensation team on coordination of leave of absence.
• Manage leaves and leave returns within Workday and ensuring accurate flow to payroll.

Return to Work and Accommodations

• Serve as a subject matter expert for leaves and accommodations, a consultant to HR business partners/management and mentor other members of the team and involve internal staff on escalated or unique issues.
• Review return to work notices, including any requested accommodations and liaise with supervisors to determine leave extensions or necessary accommodations.
• Engage with team members in the interactive process under the ADA to determine leave related request.
• Make recommendations, with approval from the Benefits Supervisor, and in line with company guidelines and policy around leave extensions and accommodations.

• Liaise with internal employee relations team when leave of absence requires additional support or lack of compliance or leave continuation may result in termination.

SOPs and Training

• Create and analyze reports to identify trends and recommend improvements.
• Document processes to ensure common understanding on leave processes and to drive efficiency and cross training.
• Identify areas of opportunity to educate managers and employees on the leave process to ensure efficiency.
• Identify and recommend process opportunities/improvements in partnership with Benefits Supervisor and work with 3rd party administrator to drive efficiencies and changes.
• With the benefits supervisor, identify training and communication opportunities for employees and local supervisors to help ensure the proper process is followed for requesting and documenting a leave.

Minimum Qualifications

• Experience administering leaves of absence in the U.S.
• Knowledge of the leave requirements and legal protections afforded by the FMLA, MA PFML, ADA.

• Experience managing leaves of absence
• Experience managing the ADA accommodation process
• Excellent judgment, troubleshooting, problem solving, analysis, and discretion
• Ability to handle complex and difficult conversations, and adapt to situational circumstances.
• Demonstrated excellence in customer service.
• Strong written and verbal communication skills
• Highly organized with strong attention to detail.
• Ability to handle highly confidential information and maintain privacy.
• Experience working with an 3rd party leave administrator is a plus.
• Human Resource Information Systems (HRIS) and reporting tools, Workday is a plus.
• Proficiency with various MS Office applications including Excel, Word, and Outlook.

We Got You

We see and support the whole you. Because investing in you, and all our team members, is the first step in making a difference in the lives of others.

• Comprehensive Medical/Dental/Vision
• 401k + Match
• Bonus Opportunity
• Competitive Vacation, Sick & Holidays
• Life, Disability & other supplemental benefits
• Flexible Workplace
• Professional Development Funds
• Wellness Coaching & Personal Support Benefits
• Recognition & Reward Programs

Is This You?

Beyond checking off the boxes, we’re looking for someone who shares our passion and commitment.

• Purpose and Meaning – You have an authentic connection our vision of a world in which the quality of life is ageless, and a desire to advance our culture and keep People First at all times.
• Advancing Others – You advance others, supporting their continuous growth and enabling their achievements. You get it – positive team experiences lead to incredible customer moments.
• You Are Accountable – To our team, our customers and our brand(s). You firmly believe that the way in which we achieve results is just as important as what we accomplish together.
• Operational Excellence – You encourage a mindset of continuous improvement, respect ideas from everywhere, and empower others to elevate how and what we deliver for our customers and each other.
• Let’s Do This – Fast is as slow as we go! You thrive with a focus on the here-and-now, while managing multiple priorities, projects and competing demands, helping others anticipate and embrace what’s next.

EEOC

Alerislife prohibits discrimination against any applicant or employee with regard to or on the basis of race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including... Continue reading

Alerislife prohibits discrimination against any applicant or employee with regard to or on the basis of race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including pregnancy, childbirth, lactation and related medical conditions), gender, gender identity and expression (including transgender), sexual orientation, mental or physical disability, military status, certain criminal records, genetic information (including characteristics and testing), HIV testing, a personal admission to a facility for the care and treatment of a mentally ill person and taking of parental leave or membership in any other category protected by applicable law. In addition to federal requirements, AlerisLife complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has communities and/or facilities. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

In addition, AlerisLife expressly prohibits any form of workplace harassment based on race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including pregnancy, childbirth, lactation and related medical conditions), gender, gender identity and expression (including transgender), sexual orientation, mental or physical disability, military status, certain criminal records, genetic information (including characteristics and testing), HIV testing, a personal admission to a facility for the care and treatment of a mentally ill person and taking of parental leave or membership in any other category protected by applicable law. We will not tolerate harassment of employees in the workplace, or in other settings in which employees may find themselves in connection with their employment. Improper interference with the ability of AlerisLifeTesting of New Employment Application’s employees to perform their job duties may result in discipline up to and including discharge. Additionally, retaliation, including intimidation, threats, or coercion, because an employee or applicant has objected to discrimination harassment or retaliation, engaged or may engage in filing a complaint, assisted in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any federal, state, or local law is prohibited and will not be tolerated.