Leave Administrator

Bowery Residents' Committee; New York (NY); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health and dental insurance

Paid sick time benefits

Paid vacation and holidays

Tuition assistance

403(b) pension plan with matching

Job summary

A nonprofit organization in New York seeks a Leaves Administrator to manage the leave of absence process, ensuring compliance with laws and coordinating with employees and vendors. Responsibilities include accurate system updates, communication, and maintaining leave records in HRIS. Candidates need a Bachelor's degree and experience in HR operations. This role offers a hybrid work model and a supportive work environment focused on employee development.

Qualifications

• 1-3 years of experience in leave administration or HR operations.
• Knowledge of federal, state, and local leave laws.
• Ability to handle sensitive information confidentially.

Responsibilities

• Coordinate all leave of absence cases including FMLA, PFL, and Disability.
• Ensure compliance with all applicable leave laws.
• Maintain accurate employee leave records in HRIS.

Skills

Attention to detail

Strong communication skills

Organizational skills

HRIS proficiency (ADP preferred)

Education

Bachelor's degree in human resources or related field

Tools

ADP

Microsoft Office (Word, Excel, Outlook)

Job description

We are seeking a detail oriented and collaborative Leaves Administrator to support employees throughout the leave of absence process. This role ensures accurate system updates, strong vendor coordination, timely communication, and compliance with organizational and benefit related requirements. The Leaves Administrator plays a key role in supporting employees, HR, payroll, and program managers.

The Leaves Administrator is responsible for the administration, coordination and monitoring all leave of absence programs, ensuring compliance with federal, state, and local regulations as well as organizational policies. Leaves types includes, but not limited to Family Medical Leave, Paid Family Leave, Disability, Long Term Disability, and Workers Compensation. The position works in close partnership with our third-party leave administrator, which is responsible for processing leave claims, while the Leave Administrator manages internal coordination, HRIS updates, benefits continuation processes, employee communication and return-to-work tracking.

DUTIES/RESPONSIBILITIES

Leave administration & compliance

• Serve as BRC’s internal liaison to our 3rd party administrator, coordinating all leaves of absence cases including FMLA, Paid Family Leave (PFL), Disability (DBL), Long-Term Disability (LTD), Workers’ Compensation, and internal leave programs.
• Ensure compliance with all all applicable federal, state, and local leave laws, agency policies, and applicable contractual obligations.
• Act as point person for employees and managers with inquiries about leave and provide best-in class customer service and support to employees.
• Work with benefit carriers that provide services including workers' compensation, LTD, PFL, DBL, and others.
• Provide regular communication to managers regarding duration of leave, expirations, and extensions.
• Monitor leave expirations and work closely with HR leadership to support employment decisions when approved leave time is exhausted.
• Maintain contact with our vendor and employees on leave to coordinate their return to work. Ensure related benefits are appropriately continued or discontinued during leave and after expiration.

HRIS, Payroll & Benefits Coordination

• Maintain accurate employee leave records in ADP including leave status updates, dates of leave, and return-to-work entries.
• Coordinate with Payroll to ensure accurate leave-related pay calculations, entering PTO into timecards, and earnings adjustments.
• Administer benefits continuation processes during leave, including COBRA transitions, benefit eligibility tracking, and employee premium payment monitoring.
• Update statuses of employees on leave, capturing their appropriate leave category, dates for leave and return to work
• Entering the employees' PTO, when applicable, onto their timecards
• Enter benefit terminations in ADP and transition to COBRA
• Work with payroll to ensure accurate leave pay calculations
• Track and monitor employees responsible for pre-paying their health insurance, if applicable, while on unpaid leave of absence
• Terminate health insurance and communication with employees on leave who do not pay for health insurance
• Coordinate closely with Leaves Administrator and other benefit carriers to ensure timely claim processing, documentation completion, and return-to-work clearances.
• Process invoices related to benefit administration vendors and submit documentation to Finance for payment.
• Maintain required insurance documentation, including Workers’ Compensation and Disability certificates as requested by program leadership.
• Track leave activity and benefits transactions to support reporting, compliance monitoring, and operational oversight.
• Gather Certificates for Workers’ Compensation and Disability Insurance as requested by program managers.

Additional HR Support

• Assist with employee orientations related to benefits and leave policies.
• Support HR projects, audits, and reporting initiatives related to leave administration.
• Perform other related duties as assigned.

HOURS

Full-time; 37.5 hours per week

• Monday-Friday 9am-5:30pm
• Hybrid - 3 days in office; 2 days remote

QUALIFICATIONS

• Bachelor’s degree in human resources, administration or a similar discipline
• 1 - 3 years experience in leave administration, benefits administration or HR operations
• Knowledge of of current federal, state and local regulatory requirements impacting leaves and FMLA, PFL, ADA, Workers’ Compensation, and disability programs
• Ability to maintain confidentiality and appropriately handle sensitive information with discretion
• Proficiency in HRIS systems (ADP preferred) & Microsoft Office applications (Word, Excel, Outlook)
• Strong organizational, analytical, and communication skills with high attention to detail

MAKE AN IMPACT

Are you looking to make a positive impact on the lives of those in your community? At BRC, our staff help New Yorkers experiencing homelessness reclaim their lives by providing a hand up, offering opportunities for health and self-sufficiency, and restoring hope and dignity.

Each and every BRC staff member makes heroic contributions to our city, providing vital services in times of crisis and need. Through our commitment to employee wellbeing and development, BRC provides a workplace where staff can achieve their goals, make a difference with our clients, and grow personally and professionally.

Today, we have over 1000 full-time, part-time, and per-diem positions located in Manhattan, Brooklyn, the Bronx and Queens. Come and learn why 95% of BRC employees report that they would recommend BRC as a good place to work, and join us in building a more caring and compassionate city.

BENEFITS

BRC takes the health, safety, and wellbeing of our employees seriously. Employees are eligible for health insurance and paid sick time benefits immediately upon starting work. In addition, full time employees receive a generous benefits package, including:

• Competitive health and dental plans, with coverage is available for your spouse, domestic partner, and dependents.
• A minimum of 3 weeks paid vacation, 12 paid holidays, and additional paid sick and personal time. A 403(b) pension plan with a matching benefit paid by BRC.
• Tuition assistance and many training opportunities for career development.
• Flexible spending accounts (FSAs) are available so employees can set aside pre-tax dollars for healthcare, transit and childcare.