LOA Intake Coordinator (Human Resources Associate)

NYC Health + Hospitals; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

NYC Health + Hospitals is the largest public health care system in the United States, serving New Yorkers with outpatient, inpatient and home-based services across five boroughs. This role supports the Leave of Absence intake process, ensuring compliance with FMLA, Medical Leave, Paid Family Leave and related laws, while delivering excellent customer service to employees and stakeholders.

The position reports to the Assistant Director for HRSS Leaves Administration and emphasizes accuracy,

Qualifications

• Bachelor’s degree in HR/Business/Healthcare admin or related field.
• Two years of relevant HR experience if only an Associate’s degree.
• Strong interpersonal, communication, and leadership skills; comfort with technology.

Responsibilities

• Receive and process leave requests for LOA cases.
• Review FMLA eligibility based on 52-week look back and 1250 hours and route to LOA teams.
• Send standard letters and track cure periods for incomplete documentation.
• Maintain system updates and daily case logs; ensure timely processing and escalation as needed.
• Support intake team development and provide coverage during colleagues’ absence.

Skills

Interpersonal communication

Leadership

Tech proficiency

Education

Bachelor’s Degree in HR/Business/Healthcare admin

Associate’s Degree + 2 years relevant experience

Tools

PeopleSoft

Oracle

Outlook

Microsoft Office

Job description

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Duties & Responsibilities

Reporting to the Assistant Director for HRSS Leaves Administration, the person in this position has primary responsibility for receiving assigned leave requests and process to the centralized Human Resources Shared Services department of New York City Health and Hospitals in accordance with all of the standards, policies, guidelines, and regulations of NYC Health + Hospital; the New York City Law Department; the New York State Workers’ Compensation Board (WCB), and NYS, NYC and federal laws, with an emphasis on effective and timely intake transactions, data integrity and customer service.

PURPOSE OF POSITION

Effectively coordinate all required information for each assigned leave of absence requests to the established leave file for presentation to the LOA teams. Coordination will include knowledge and application of Human Resources policies pertaining to the various leaves of absences offered across the Enterprise, including and not limited to compliance with the Family and Medical Leave Act, Medical Leave, Paid Family Leave, Child Care Leave and all related employment laws. Performs exemplary customer service and assistance to employees, leave administrators and other relevant stakeholders.

Areas Of Responsibilities

• Retrieve all confidential and sensitive information for assigned requests for leaves of absence -LOA cases;
• Review ODA dates to and perform the 52 week look back determine service & 1250 hrs worked eligibility under FMLA. Review confidential leave documentation to determine if sufficient information is present to assign to the leave teams for review within 24-48 hours from receipt of case.
• Make referrals to EEO/Legal as a means to request a leave of absence as a reasonable accommodation, when employee is deemed ineligible for FMLA/Medical leave of absence.
• Send standardized letters to employees (in addition to departments and other stakeholders in accordance with the H+H Intake standards) whose leave request documentation is insufficient, giving them the ability to cure any deficiencies noted. Track progress and follow up with the employees at the end of the cure period. Assign or close out the case as appropriate.
• Ensure that all information has been promptly updated in the System (i.e.-Service Now or in PeopleSoft);
• Maintain daily cases logs of new requests so that trends and patterns can be examined and appropriate action taken;
• Share knowledge with other Intake teammates of new approach or standards for reviewing LOA requests to ensure that requests for leaves and supporting documentation is complete;
• Assist in case coverage when colleagues are not present, notifying employees or other appropriate parties when additional documents are required and establishing timeframes for submissions;
• Contributing to the development of a high functioning Intake team by reviewing procedures and making suggestions for improvement;
• Performing intake duties to ensure that cases are not backlogged;
• Escalating issues as appropriate;
• Working extended and flexible hours as needed to accomplish goals; and
• Performing other duties as assigned.

Minimum Qualifications

• Bachelor’s Degree from an accredited college or university in Human Resources Management, Business Administration, Public Relations, Healthcare Administration, Psychology, Communications or a related discipline; or
• Associate’s Degree or sixty (60) credits towards completion of a Bachelor's Degree from an accredited college or university in a discipline listed in 1 above or a related discipline; and two (2) of relevant experience in human resources or personnel administration, employee relations, learning and development, talent acquisition, customer service (involving dispensing information and resolving customer concerns), or in a related function requiring strong interpersonal, communication, and leadership skills and proficiency with technology, such as database management, Outlook, Peoplesoft, Oracle and other Microsoft Office applications.

Department Preferences

• FMLA, Medical, Military and Child Care Leaves of Absence.
• Ability to clearly communicate important information.
• Ability to organize, prioritize and multitask
• Ability to manage confidential/sensitive information
• Ability to effectively work independently
• At least three (3) years prior experience processing NYS workers’ compensation claims and/or FMLA leaves of absence, is preferred.