Leave of Absence Specialist

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The Harvard T.H. Chan School of Public Health is a world-renowned institution dedicated to advancing public health through cutting-edge research, education, and global collaboration. Our school is a special place to work because of its vibrant, mission-driven community, interdisciplinary approach, and commitment to addressing some of the most pressing health challenges worldwide. We foster a collaborative and inclusive work environment where innovation, continuous learning, and work-life balance are valued.

About the role

The Leave of Absence Specialist provides Leave of Absence (LOA) support and case management services to employees and key stakeholders. This role serves as the main contact and subject matter expert for the Harvard Longwood Campus employees on LOA resources available, as well as University policies and guidelines interpretation regarding any type of Leave of Absence, including Family and Medical Leave Act (FMLA), Short Term Disability (STD), Long Term Disability (LTD), Massachusetts Paid Family Medical Leave (MA PFML), Worker’s Compensation, Military leaves, and paid/unpaid personal leaves.

Responsibilities

• Respond to inquiries from employees who have a need for a leave; ensure that employees have eligibility information and know how to request leave and/or file a claim with the respective vendor for the type of leave they are seeking.
• Provide end-to-end case management and consultative support to employees and managers throughout the leave process.
• Provide information and guidance to the employee, manager, disability payroll, local payroll, and HR during the claims process, including communicating changes regarding leave status, return to work arrangements, and collaborating on reasonable accommodation processes.
• Work closely with disability payroll, local unit payroll, and administrators to ensure accurate payroll processing and information is up to date for all employees on leave and returning from leave.
• Develop leave-related communications and send to employees within appropriate timeframes based on policy guidelines.
• Serve as liaison with STD/LTD and Worker’s Compensation vendors for timely follow-up and proactive conflict resolution.
• Partner closely with key stakeholders (HR, Legal, UDR) on sensitive and/or multilayered cases while adhering to strict privacy and confidentiality requirements.
• Collaborate with HR on trend identification and risk mitigation.
• Apply knowledge of FMLA, MA PFML, Workers Compensation, Americans with Disabilities Act (ADA), and Harvard Policy to reach appropriate decisions; refer to appropriate resources and coordinate ADA accommodation meetings.
• Interpret University guidelines and policies and determine how they apply to specific situations.
• Discern which cases require input/action by HR Consultants, OGC and/or OLER, or other partners and work as team lead to ensure a seamless and positive experience for employees and managers during the Leaves process.
• Maintain LOA data and create periodic and year-end reports and trends.
• Input and maintain worker’s compensation claims into the third-party vendor database.
• Proactively run status reports and check for case updates on vendor’s systems.
• Develop tracking and reporting framework; produce regular, timely reporting and analysis to key stakeholders.
• Collaborate with University Disability Resources, HR Consultant, and manager to lead the processing and implementation of formal reasonable accommodation requests.
• Report on employee’s protected leave time taken, when requested.
• Process/send intent to return letters in a timely manner.
• Organize and file all documentation in a timely manner.
• Provide other HR administrative support as needed.
• Perform other duties as required.

This is a primarily remote position, however, recurring on-site work will be required for the regular maintenance of lactation rooms and other related responsibilities.

Requirements

• Bachelor’s degree or an equivalent of education plus relevant experience.
• 5+ years of experience in human resources and leaves management.
• Knowledge of ADA, FMLA, and PFML.

Qualifications

• Bachelor’s Degree is strongly preferred.
• Overall knowledge of HR practices and experience with benefits and/or medical case management preferred, including ADA regulations and federal and state leave guidelines.
• Experience with PeopleSoft and other HRIS systems.
• Proficiency with Microsoft Office Suite (Word, Excel, SharePoint, Outlook).
• Ability to work in a fast-paced, deadline-driven environment.
• Ability to work in and/or learn multiple systems and processes.
• Ability to multi-task, prioritize work, and adapt to shifting priorities.
• Ability to work independently and as part of a team.
• Excellent interpersonal, writing, and facilitation skills.
• Exceptional judgment and strong relationship-building skills.
• High degree of confidentiality and respect for sensitive situations.
• Able to build trust and credibility with different stakeholders, including employees, vendors, HR, and managers.
• Outstanding customer focus, organization, and attention to detail.
• Comfortable working in an evolving organizational structure and strong relationship-building skills.

Schedule

35 hours per week.

Benefits

• Generous paid time off including parental leave.
• Medical, dental, and vision health insurance coverage starting on day one.
• Retirement plans with university contributions.
• Wellbeing and mental health resources.
• Support for families and caregivers.
• Professional development opportunities including tuition assistance and reimbursement.
• Commuter benefits, discounts, and campus perks.

Learn more about these and additional benefits on our Benefits & Wellbeing Page.