People Services Coordinator - Leave of Absence

Lifelong Learning Administration Co; Lancaster (CA); Hybrid; USD 44,000 - 59,000; Full time

Job summary

Lifelong Learning Administration Corporation in Lancaster, CA is seeking a People Services Coordinator - Leave of Absence (LOA) to manage FMLA/CFRA and other leave programs, coordinate documentation, and ensure compliance.

This regular full-time role offers a hybrid work arrangement with on-site duties as program needs require, a Monday–Friday schedule from 8 a.m. to 5 p.m., and opportunities to collaborate across Payroll, Benefits, HR, and site leadership.

Qualifications

• Extensive knowledge of FMLA, CFRA, ADA, HIPAA and related laws.
• Ability to analyze information, coordinate with stakeholders, and document decisions.
• Strong communication skills and customer service focus.
• Experience with HRIS/leave management systems and MS Office.

Responsibilities

• Coordinate and administer LOA requests, ensuring eligibility and documentation.
• Communicate with employees and departments about leave timelines and requirements.
• Enter and track cases in leave management software; coordinate with Payroll and third parties.
• Manage return-to-work processes and updates with managers.
• Deliver policy training to managers and maintain compliant records.

Job description

Job Details

Job Location: LLAC [901] - Lancaster, CA 93535
Position Type: Regular Full-Time
Salary Range: $32.29 - $43.05 Hourly
Job Shift: Day
Job Category: Classified
LIFELONG LEARNING ADMINISTRATION CORPORATION

Full Time, Monday - Friday; 8 a.m. - 5:00 p.m.

The Lifelong Learning Advantage

At Lifelong Learning, our mission is to support our client schools so they can concentrate on improving educational outcomes and student success. We continue to be a strong, positive force, pioneering the way education is delivered to all students.

Learn more about us at https://llac.org/

This position offers a hybrid work arrangement, with on-site responsibilities determined according to program and site needs.

How You Will Make an Impact

The People Services Coordinator - Leave of Absence (LOA) will effectively coordinate, facilitate and track employee leave of absences, determining employee eligibility, availability, and leave requirements. Administer and coordinate leave requests and accommodations requiring specialized attention, particularly those arising under the Family and Medical Leave Act (FMLA), the California Family Leave Act (CFRA), the Americans with Disabilities Act (ADA), the Uniformed Services Employment and Reemployment Rights Act (USERRA), federal, state and local leave laws. This position reports to the People Services Manager or designee.

RESPONSIBILITIES/DUTIES

• Coordinates and administers qualified employees intermittent or continuous leave of absence requests in collaboration with Organization third party administrator. Serves as a point of contact for assigned cases to review confidential or sensitive documentation for compliance with leave policy, guidelines, and legal requirements.
• Confirms eligibility of absence as a qualifying event and provides formal notification to affected parties. Works with internal and external stakeholders to collect required documentation to confirm employee eligibility for leave and for the duration of the leave of absence. Ensures documentation is completed and in compliance with federal timelines. Assists with resolving stakeholder misunderstandings regarding leave issues.
• Ensures adherence to the claim process. Uses leave management software and systems to manage cases, records, and track documentation and communications. Opens, manages, and creates follow-up tasks for new leave of absence claims. Works with Payroll and third-party administrator to ensure employee leave of absence is processed in accordance with federal and state laws and organization guidelines.
• Execute the return-to-work process to ensure employees' timely and successful return, providing status information to supervisors.
• Communicate policies and procedures to employees, preparing them for leave of absence and maintaining open communication throughout. Communicates employee work status with management. Escalates complex or challenging cases to appropriate People Services Leadership.
• Conduct, coordinate and document Interactive Process meetings; prepare medical questionnaires as needed.
• Coordinate and communicate employee leave of absence with Human Resources Department, Benefits Department, Payroll Department, Site Leadership.
• Ensures adherence to process and policy and serves as a subject matter expert to interpret and guide HR professionals and agency management on compliance and administration of leave practices. Participates in updating related rules and guidelines outlining employees’ leave rights and responsibilities.
• Delivers training to managers and supervisors on Organization policies, procedures and legal requirements for supervisors, managers, HR professionals, and other stakeholders. Updates and provides input to training materials.
• Apply metrics to gather and analyze data, evaluating the effectiveness of LOA practices on an ongoing basis.
• Propose and implement improvements based on gathered data to enhance future leave of absence management.
• Administrative duties, responsibilities and activities may be assigned or changed from time to time.

Qualifications

KNOWLEDGE, SKILLS, ABILITIES

• Extensive knowledge of applicable federal, state, and local laws pertinent to FMLA, CFRA, ADA, HIPAA and other applicable laws.
• Ability to analyze information, integrate analyses of information or data, and present logical conclusions for informed operational decisions.
• Strong understanding of the Organization’s culture, business units, services, and products.
• Strong problem-solving, conflict resolutions skills and use logic and reason to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to manage multiple projects simultaneously in a fast-paced and high-volume work environment while maintaining quality control with respect to deadlines and budgets.
• Strong documentation, records management, effective oral and written communication skills.
• Ability to collaborate with various levels of employees.
• Strong autonomy, reliable, responsible, dependable, and focused on excellent customer service.
• Exercise confidentiality of client, company, and employee information.

MINIMUM QUALIFICATIONS

• High School diploma: Associate Degree preferred
• 3-4 years of experience in handling FMLA and CFRA leave in a high volume, fast paced environment on a national level
• Completion of specialized certification or training on leave administration required
• In-depth of knowledge of applicable federal, state, and local laws pertinent to benefits administration including FMLA, CFRA, ADA, ERISA, HIPAA, Worker's Comp, etc.
• Experience working in a large Organization with 1000+ employees
• SHRM-CP or SHRM SCP or PHR or SPHR a plus
• Proficient in Human Resources Information and databases
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Ability to travel in performance of job duties is required
• Prolonged periods sitting at a desk and working on a computer
• Ability to exert up to 10 lbs. of force (almost all office jobs) at times.

PHYSICAL REQUIREMENTS

• Mental Demands: high workflow management, high project coordination, high people engagement
• Finger Dexterity: using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together
• Talking: especially where one must convey detailed or important instructions or ideas accurately, loudly, or quickly
• Average Hearing: able to hear average or normal conversations and receive ordinary information
• Average Visual Abilities: ordinary acuity necessary to prepare or inspect documents or operate machinery
• Frequent multi-tasking, changing of task priorities, repetitious exacting work required
• Working in a noisy, distracting environment with frequent deadline pressures