Absence Management Specialist (Hybrid)

Provide excellent customer service to employees regarding all aspects of absence management. This position is a subject matter expert on all types of employee leave, including Short Term Disability, FMLA, MMLA, ERISA, FLSA, ADA, and more. The ideal candidate will demonstrate professionalism, thrive in a fast-paced environment, and adapt easily to changing priorities.

Responsibilities

• Ensure and support completion of compliance-related duties in accordance with company policy, state, and federal leave laws.
• Investigate claim issues and provide resolution within departmental and regulatory guidelines.
• Accurately code all system fields with correct financial, diagnosis, and duration information.
• Coordinate with other departments to ensure appropriate claims transition or facilitate timely return to work.
• Document leave updates in UKG Leave Case, ensuring accuracy.
• Actively contribute to customer service, quality, and performance objectives.
• Proactively engage in departmental trainings to remain current with all leave management practices.
• Work with Case Managers to update Leave Cases and complete PFML Forms.
• Support the approval/denial process for employee leave cases based on relevant medical information.
• Manage all administrative aspects of leave claims, including tracking hours used/taken, return-to-work data, and file reviews. Work closely with Managers, HR, and Payroll to ensure accuracy of key dates, details, and status for employees.
• Counsel and assist employees from the initial application process through return-to-work or separation procedure. Explain employee rights and responsibilities, provide necessary documents, and contact employees or healthcare providers to gather and clarify information during interactive dialogue or return-to-work processes.
• Provide assistance with wage replacement.
• Develop strong working relationships with internal and external partners, including the medical community, Occupational Health, EAP, payroll, legal, and others to ensure accurate, efficient, and timely leave administration.
• Actively manage all tasks in the absence management system to ensure completion within appropriate timeframes. Ensure accurate status in LOA, Payroll, and HRIS systems.
• Maintain accurate, timely, and professional legal recordkeeping and documentation within the absence management system and all communication tools.
• Responsible for maintaining and protecting Personal Health Information (PHI) of employees.
• Provide excellent customer service, answering questions for employees regarding absence and leave policies, programs, and transactions.
• Work with the department to investigate, mediate, and resolve complex issues or employee disputes with carriers.
• Ensure return-to-work and end-of-employment processes are appropriately managed. Work with employees' managers regarding leave and return-to-work options, in coordination with Employee Relations and Occupational Health.
• Assist in developing new and revised processes, procedures, and template letters or forms related to leave of absence.
• Adhere to department and hospital standards, including adapting to changes in departmental needs, conforming to hospital standards of performance and conduct, utilizing hospital’s behavioral standards, and following established infection control and safety procedures.
• Perform other duties and projects as assigned.

Requirements

• Associate’s degree in human resources or related discipline (or equivalent years of experience in the field).
• 1–2 years’ experience with Absence Management.

Skills

• Strong understanding of benefits and payroll principles and practices, disability plan administration, paid time off, FMLA, PFML, STD, ADA, and other applicable federal and state regulations.
• Excellent communication skills, including strong oral, written, and presentation skills.
• Ability to coordinate and provide direction to vendors, insurers, and third-party administrators.
• Proven technical expertise in absence management, including tracking FMLA, workers' compensation, short- and long-term disability.
• Effective multitasking skills in a high-volume, fast-paced, team-oriented environment.
• Strong decision-making capabilities and ability to resolve issues in a logical and timely manner.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Ability to work independently, use good judgment, and complete assignments on time.
• Ability to handle difficult employment issues in a professional manner.

Schedule

• Full Time (Hybrid)
• 2 days per week in-office.

Pay

Compensation range: $21.39–$30.05 per hour. This range offers an estimate based on minimum job qualifications. Base pay is determined by education, experience, skills, certifications/licensures, business/organizational needs, internal equity, and market competitiveness. Additional compensation includes benefits such as medical, dental, vision, pharmacy, discretionary annual bonuses, merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

Benefits

• Medical, dental, and vision insurance.
• Pharmacy benefits.
• Discretionary annual bonuses and merit increases.
• Flexible Spending Accounts (FSAs).
• 403(b) savings plan with employer match.
• Paid time off.
• Career advancement opportunities.
• Resources to support employee and family well-being.