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Leaves Program Administrator

  • Location: New York, NY
  • Job Type: Right to Hire
  • Ref No: 20-03685
  • Date: September 14, 2020
  • Job title:

Job Description - Leaves Program Administrator

Job Summary:

The Leaves Program Administrator is responsible for leading the day-to-day administration of all leave programs such as FMLA and ADA/ADAAA, serving, and providing analytical and technical data assistance to employees and teams. The incumbent also supports prehire processing and new hire orientations while delivering excellent customer service to all employees. This position will manage projects as assigned.

Essential Duties & Responsibilities:

Leave Program Administration (Main focus of position)

  • Administer and manage leave programs, including updating and improving system.
  • Evaluates claims to determine eligibility, which includes following legal and company policy.
  • Communicates notice of employee rights, notice of deadlines and company leave policy guidelines to employees requesting leave.
  • Ensure that forms are collected, recorded, and filed on time.
  • Maintains the request and receipt of medical certifications required during the leave of absence.
  • Develops and maintains tracking system for all leaves of absence.
  • Provides ongoing case management for all leaves of absence.
  • Serves as service support and liaison between providers, carriers, and the broker and the delegate HR staff on Workers’ Compensation cases.

Onboarding Coordination

  • Performs new hire setup, which includes drafting offer letters, completing background checks, collecting new hire paperwork, acquiring Policy Council approvals, processing I-9s, and creating new hire electronic and paper files.
  • Coordinates, schedules, and delivers HR-facilitated new employee orientation as assigned.
  • Tracks new hire compliance pertaining to the completion of required onboarding activities.
General Coordination
  • Provides advice, assistance and follow-up on company policies, procedures, and documentation.
  • Prepares various HR documents, spreadsheets, and other materials as assigned or requested.
  • Generates reports for various stakeholders using HR systems as requested.
  • Ensures accurate employee records by updating HR systems, databases, spreadsheets, and paper records within established deadlines.
  • Maintains the HR electronic filing system, which includes uploading documents, organizing folders, and archiving records.
  • Coordinates the acquisition and distribution of all required legal postings (i.e. PosterGuard) for offices across the network ensuring that they are current and compliant per state and federal laws.
  • Supports data transfer needs associated with the Cornerstone On Demand training portal in partnership with the Professional Development Team.
  • Participates in assigned meetings, events and training as required.

Non-Essential Duties:

  • Assist employees through the disability claim filing process.
  • Assists with managing employee communication and feedback mechanisms.
  • Recommends operating policy and procedural improvements.
  • Performs any and all other duties (or functions) as assigned.

Job Specifications:

To perform this job successfully, an individual must be able to carry out each essential duty in a satisfactory manner. The job specifications listed below are representative of the education and experience as well as the knowledge, skill and/or ability (KSAs) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • A high school diploma, GED, or HSED required; an Associate’s Degree or higher in Human Resources or related field preferred; PHR, SHRM-CP, or other HR-related certification a plus.
  • Minimum of three (3) years of Human Resources experience required; one (1) year of experience administering or supporting the employee benefits function preferred.
  • Experience using HCM or HRIS platforms to perform duties.
  • Travel required locally or long-distance up to 5% of the time for work-related meetings and functions.

Knowledge, Skills, & Abilities:

  • Demonstrated knowledge of federal and state leave regulations including FMLA, ADA/ADAAA, Workers’ Compensation, as well as HIPAA is required.
  • Knowledge of all pertinent federal and state regulations, filing and compliance requirements, both adopted and pending, affecting employee benefits programs (ERISA, COBRA, Section 125, DOL requirements, etc.).
  • Ability to perform with attention to detail, accuracy, and minimal errors.
  • Ability to analyze data and provide recommendations.
  • Ability to communicate effectively, verbally and in writing.
  • Advanced computer literacy skills, especially in the use of databases, Excel, MS Office, Google Suite applications, and internet navigation.
  • Must be honest, dependable and able to meet deadlines.
  • Self-motivated and able to work independently.


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