LEAVE OF ABSENCE SPEC 3

UC San Francisco (UCSF); San Francisco (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

UC San Francisco (UCSF) seeks an experienced Leave of Absence Administrator to manage LOA programs and eligibility under FMLA, CFRA, and related laws. You will guide employees and managers, review documentation, and coordinate with HR partners to ensure compliance and accurate tracking.

The role requires deep knowledge of leave laws, strong communication, and the ability to handle confidential information with tact and professionalism within UCSF’s complex environment.

Qualifications

• Strong knowledge of state and federal leave laws (FMLA, CFRA, KinCare) and how leave affects other areas.
• Excellent written and verbal communication, and group presentation skills.
• Ability to maintain confidentiality when dealing with PHI and sensitive employee data.
• Ability to advise managers and employees with sound judgement and diplomacy.
• Experience with HR systems such as Oracle HCM Cloud or UKG is preferred.

Responsibilities

• Counsels employees and managers on leave procedures per policies and laws; manages a defined caseload.
• Reviews and processes LOA requests including documentation review, eligibility, entitlement tracking, and status changes.
• Collaborates with HR teams and other departments to streamline leave processes and implement training.
• Maintains up-to-date knowledge of relevant laws and UC policies to provide accurate interpretations.

Skills

Leave laws

Analytical

Communication

Interpersonal skills

Confidentiality

Tools

Microsoft Office Suite

Oracle HCM Cloud

MyTime/UKG

HR Umbrella

Job description

Job Function Summary:

Involves administering, tracking and determining eligibility for all aspects of job protected leaves of absences including FMLA, CFRA, PDL, Workers’ Compensation, and Military leave.

Generic Scope:

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.

Custom Scope:

Applies knowledge of job protected leaves to manage leave administration for employees and populations at UCSF. Provides consultation and assistance in relation to leave cases. Uses skills and experience as a seasoned, experienced professional with a comprehensive understanding of leave of absence management practices and University policies and procedures. Demonstrates good judgment in selecting methods and techniques for obtaining solutions and developing recommendations relative to employee leave cases where analysis of situations and data requires a review of a variety of factors. This professional will work with diverse populations within UCSF including Health and Campus staff, academic and faculty and will cater and tailor their recommendations as appropriate.

Under the direction of the Leave of Absence Manager, general instructions may be provided on assignments, projects and initiatives.

%

of time

Essential Function (Yes/No

Key Responsibilities

(To be completed by Supervisor)

60%

Yes

Counsels all UCSF employees and managers on leave of absence procedures per University policy, collective bargaining agreements, and state/Federal regualations and laws. Independently manages a defined caseload.

Reviews and processes leave of absence requests including reviewing documentation, eligibility and entitlement tracking, timesheet coding, UC statement info (last day on paid status, leave without pay), etc.

Works in partnership and a collaborative manner with other Health staff and Campus staff and academic work units as needed (e.g. Labor/Employee Relations, Disability Management Services, HBS, Workers’ Compensation, Payroll/Benefits) to prioritize and complete multiple leave cases and outcomes.

Maintains a thorough knowledge of State and Federal laws related to leaves of absences, UC policies and procedures, union agreements. Provides employees and managers with interpretations when requested.

30%

Yes

Collaborates with teammates such as Workers’ Compensation, Disability Management Services, Benefits, and Labor and Employee Relations to update and streamline leave processes including:

• Participating in the development and execution of workshops and training for departments, managers, and staff and academics on leave of absences.
• Assists with creating or modifying items concerning leaves of absence for HR website, HR Umbrella, and CRM systems.

10%

Yes

Assists and participates with LOA projects and process improvements as assigned by Supervisor/Manager

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%. )

Knowledge, Skills and Abilities

Req / Pref

Strong analytical skills to conduct analysis and develop recommendations, demonstrating organization and problem-solving skills.

Req

Thorough knowledge of organization policies and procedures; knowledge of state and federal leave laws (FML, PDL, CFRA, KinCare) and understands how work may impact other areas.

Req

Comprehensive knowledge of the organization's employee benefits and leave management function and programs in order to provide information and interpretation and address unique circumstances as well as routine situations.

Req

Demonstrated strong writing, speaking, and group presentation skills in order to present information in a clear and concise manner to multiple levels in the organization.

Req

Knowledge of all benefits programs in order to provide information and interpretation.

Req

Excellent interpersonal skills when working with diverse UC populations including the ability to remain calm in escalated situations; and demonstrates sensitivity, respect, tact, and diplomacy in all interactions.

Req

Ability to maintain confidentiality when dealing with protected health information (PHI)

Req

Communicates and accepts constructive feedback in a manner that promotes a positive outcome and supportive work environment.

Req

Knowledge of UC policies, procedures, and bargaining agreements related to benefits and leave of absence.

Pref

Knowledge of Microsoft Office (e.g. Outlook, Excel, Word, Powerpoint, Teams, SharePoint, Smartsheet, etc.), Oracle HCM Cloud, MyTime/UKG, HR Umbrella, etc.

Pref

Knowledge of Lincoln Financial Group disability plans, state disability, and or workers’ compensation temporary disability

Pref