Leave of Absence Administrator

Firstday-Foundation; San Antonio (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Firstday-Foundation in San Antonio, TX, onsite, is seeking a Leave of Absence Administrator to oversee the organization’s leave programs and workers' compensation while ensuring regulatory compliance and high-touch employee support.

The role requires a Bachelor’s in HR or related field and 3+ years of verifiable experience, with strong knowledge of FMLA, ADA/ADAAA, HIPAA, and USERRA. You will collaborate with payroll and third-party admins to deliver accurate, timely outcomes.

Qualifications

• Bachelor’s degree in HR or related field preferred.
• Certified Leave Management Specialist preferred but not required.
• Three or more years’ verifiable experience.
• Experience with FMLA, ADA/ADAAA, HIPAA, USERRA is advantageous.

Responsibilities

• Serve as central contact for all leave of absence cases.
• Manage day-to-day leave processes in the HRIS system.
• Audit leaves to comply with federal and state laws.
• Generate required legal leave documentation and notices.
• Coordinate with third-party administrators and vendors.
• Oversee workers' compensation claims from intake to closure.
• Coordinate return-to-work and accommodation logistics.
• Assist payroll to ensure proper compensation during leave.
• Maintain confidential medical files and accurate entitlements.

Skills

Regulatory compliance

Discretion and integrity

Conflict resolution

Communication skills

English proficiency

Education

Bachelor's degree in HR or related field

Tools

HRIS platforms

Microsoft Office

Excel

Job description

It's a great feeling to work for a company that does so much good for others around the world!This is a 100% onsite position. Remote/Hybrid arrangements will not be considered.Academic Req: Bachelor’s degree in Human Resources or related field preferred.Certifications: Certified Leave Management Specialist preferred but not required.Work experience: Three (3) or more years’ verifiable experience.Summary:The Leave of Absence Administrator is responsible for the effective administration, tracking, and compliance of the organization's Workers' Compensation and Leave of Absence programs. This role delivers clear, timely communication and high-touch support to employees to ensure a seamless experience throughout the lifecycle of their leave. The Administrator coordinates and monitors all leaves of absence, partnering with third-party administrators, legal counsel, internal stakeholders, and external regulatory agencies. Additionally, this position acts as a subject matter expert to ensure the Benefits Services team remains fully compliant with all changing state, federal, and local leave regulations.Critical Action Items & Measurable Deliverables:1. Primary Case Management: Serve as the central point of contact for managers, employees, vendors, and internal partners regarding all leave of absence cases (including FMLA, Medical Non-FMLA, personal, military, and administrative leaves) in strict accordance with statutory requirements and company policies.2. System Administration: Manage day-to-day leave processes, including monitoring leave statuses, conducting follow-ups, and ensuring accurate, timely data entry within the HRIS system.3. Regulatory Compliance: Audit and ensure all processed leaves adhere perfectly to changing state and federal employment laws.4. Documentation Execution: Generate required legal leave documentation and ensure employee notices are distributed accurately and within statutory timelines.5. Stakeholder Communication: Maintain consistent communication channels to keep relevant benefits team members and department managers updated on localized Leave of Absence and Workers' Compensation statuses.6. Reporting & Auditing: Track and analyze daily leave reports to ensure rapid processing of requests and complete alignment with FMLA, ADA/ADAAA, and related regulatory statutes.7. Workers' Compensation Processing: Administer all workers' compensation claims from ingestion through closure, including compiling incident details and taking formal interview statements.8. Vendor Management: Oversee and manage strategic relationships with third-party administrators, insurance vendors, and state agencies tied to workers' compensation and disability leaves.9. Compassionate Consultation: Interpret and communicate complex leave policies, workers' compensation frameworks, and federal regulations to employees, balancing organizational accountability with empathy.10. Return-to-Work Coordination: Facilitate the end-to-end return-from-leave process, including executing applicable fitness-for-duty paperwork, coordinating accommodation logistics, and notifying management of clearance statuses.11. Payroll Integration: Partner closely with the payroll department to ensure employees on leave are compensated accurately based on their chosen benefits, accrued time off, or short-term disability parameters.12. Record Retention: Maintain highly organized and confidential medical files, ensuring FMLA entitlements are calculated, tracked, and applied accurately.13. Process Optimization: Continuously evaluate current leave policies and procedures to recommend and implement process improvements and system efficiencies.14. Training & Onboarding: Identify organizational training, educational, and communication needs; coordinate and deliver targeted training sessions to managers and staff regarding leave protocols.15. Accommodation Support: Collaborate closely with the Employee Relations team to evaluate, document, and implement formal workplace accommodations under the ADA.16. Special Initiatives: Execute other strategic benefits projects and administrative duties as assigned by leadership.Knowledge and Requirements:• Regulatory Expertise: Deep operational knowledge of federal and state leave programs, including a comprehensive understanding of various disability benefits, FMLA, ADA/ADAAA, HIPAA, and USERRA.• Discretion & Integrity: High level of professionalism and the ability to navigate sensitive medical situations with strict confidentiality.• Conflict Resolution: Exemplary customer service, conflict de-escalation, problem-solving, and decisive reasoning capabilities.• Technical Proficiency: Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint) and standard cloud-based HRIS platforms.English (United States)If you like to work with people that believe they can make a difference in the world, this is the company for you!EEO StatementIn accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.#LI-Human Resources#LI-Associate#LI-Full-time