Benefits & Leave Administrator

Position Summary

JAG Physical Therapy is seeking a Leave & Benefits Administrator to support our growing team across multiple states. This role involves administering employee leave programs and benefits while ensuring compliance with federal, state, and company policies.

Essential Responsibilities

Leave Administration

• Administer all employee leave programs, including FMLA, ADA accommodations, PFL, state disability programs, Workers' Compensation coordination, military leave, personal leaves of absence, pregnancy and parental leave.
• Manage leave cases from initiation through return to work.
• Review medical certifications and supporting documentation for completeness.
• Cook with third-party leave administrators and insurance carriers.
• Maintain regular communication with employees regarding leave status, required documentation, and return-to-work expectations.
• Partner with HR Business Partners and managers to coordinate employee accommodations and return-to-work plans.
• Maintain accurate leave records and documentation in HRIS systems.
• Ensure compliance with all applicable federal and state leave laws.

Benefits Administration

• Administer employee benefits programs including medical, dental, vision, life insurance, disability, FSA, HSA, 401(k) Retirement Plan, EAP, and voluntary benefits.
• Process benefit enrollments, qualifying life events, terminations, and changes.
• Conduct benefit orientations for new hires.
• Aid employees with benefit questions and issue resolution.
• Coordinate annual Open Enrollment activities.
• Audit benefit eligibility and deductions to ensure accuracy.
• Reconcile benefit invoices and assist Payroll with benefit-related deductions.
• Partner with benefit vendors to resolve employee concerns.

Compliance & Reporting

• Ensure compliance with FMLA, ADA, COBRA, ACA, HIPAA, ACOBA, ERISA, state leave regulations.
• Maintain confidential employee records.
• Prepare reports related to leave utilization, benefit enrollment, and compliance metrics.
• Absorb audits and government reporting requirements.
• Monitor legislative changes affecting employee benefits and leave administration.

Employee Support

• Serve as the primary point of contact for leave and benefit inquiries.
• Educate employees on available benefit programs.
• Guide employees through complex leave situations with professionalism and empathy.
• Partner with HR Business Partners on employee relations matters related to leave.
• Create educational materials and FAQs regarding employee benefits.

Process Improvement

• Recommend improvements to leave and benefits processes.
• Assist with implementation of new benefit programs and HR initiatives.
• Develop standard operating procedures and documentation.
• Participate in HR projects supporting organizational growth.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field (or equivalent experience).
• 3–5 years of Human Resources experience.
• Minimum 2 years administering employee benefits and leave programs.
• Strong knowledge of FMLA, ADA, COBRA, ACA, HIPAA, ERISA.
• Experience working with HRIS systems.
• Proficiency with Microsoft Office, particularly Excel.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality.

Preferred Experience

• Experience in healthcare or multi-site organizations.
• Experience administering multi-state leave laws.
• Experience working with third-party leave administrators and insurance carriers.

Core Competencies

• Customer Focus.
• Attention to Detail.
• Empathy and Compassion.
• Critical Thinking.
• Compliance Mindset.
• Problem Solving.
• Organizational Skills.
• Communication.
• Confidentiality.
• Team Collaboration.
• Adaptability.

Success Metrics (First Year)

• Maintain 100% compliance with applicable leave laws and company policies.
• Process benefit enrollments and qualifying life events within established service-level expectations.
• Achieve high employee satisfaction through timely, accurate, and compassionate support.
• Reduce administrative processing times through process improvements.
• Support successful completion of annual benefits open enrollment with minimal errors.
• Develop and maintain standardized documentation and procedures for leave and benefits administration.