Leave Specialist

Job Title: Leave Administration Specialist

Job Description

The Leave Administration Specialist manages employee leave and accommodation programs while ensuring compliance with all applicable laws and internal policies. This role provides hands-on support to employees and leaders, coordinates with internal and external partners, and maintains accurate HR records and reporting. It offers an opportunity to contribute to a high-impact HR function with potential for long-term employment based on performance.

Responsibilities

• Administer employee leave programs, including FMLA, ADA accommodations, short-term disability, long-term disability, parental leave, military leave, and other company-sponsored leave programs.
• Review, process, and track leave requests while maintaining accurate, up-to-date, and confidential records.
• Communicate proactively with employees, managers, healthcare providers, insurance carriers, and third-party administrators regarding leave status, documentation requirements, and next steps.
• Ensure compliance with federal, state, and local leave laws, as well as internal policies and procedures.
• Monitor leave durations and proactively communicate key deadlines, required documentation, and return-to-work expectations.
• Coordinate reasonable accommodation requests and participate in the interactive process to support employee needs.
• Maintain accurate employee records within HRIS systems and generate reports related to leave activity and trends.
• Educate employees and managers on leave policies, procedures, and available benefits to promote understanding and proper usage.
• Partner closely with Payroll, Benefits, Legal, and HR teams to ensure seamless and accurate leave administration and pay coordination.
• Assist with audits, compliance reviews, and documentation management related to leave and accommodations.
• Identify process improvements and contribute to the development, enhancement, and documentation of leave administration procedures.
• Provide general HR administrative support as needed, including HR systems updates and employee benefits coordination.

Essential Skills

• Bachelor's degree in Human Resources, Business Administration, or a related field, or an equivalent combination of education and experience.
• 2+ years of experience in Human Resources, Benefits Administration, Leave Administration, or Employee Relations.
• Working knowledge of FMLA, ADA, COBRA, workers' compensation, and applicable federal, state, and local leave laws.
• Strong organizational skills with the ability to manage multiple leave cases and priorities simultaneously.
• Excellent verbal and written communication skills, with the ability to explain complex leave policies clearly.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience using HRIS systems for employee data management and reporting.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy in documentation and recordkeeping.
• Customer-service mindset with the ability to support employees and managers in a professional and empathetic manner.

Additional Skills & Qualifications

• 3+ years of leave administration experience, particularly in a complex or high-volume environment.
• Experience working with third-party leave administrators.
• Professional HR certification such as PHR, SHRM-CP, or a related HR credential.
• Experience with Workday, UKG, ADP, or similar HR platforms.
• Background in HR administration, HR support, or human resource management.
• Experience in employee relations and employee benefits administration.
• Familiarity with HR systems and leave management tools.
• Strong administrative support skills, including documentation, case tracking, and follow-up.
• Ability to collaborate effectively with cross-functional teams such as Payroll, Benefits, and Legal.
• Interest in contributing to continuous improvement of HR and leave administration processes.

Work Environment

This position operates fully onsite in an HR building located on a hospital campus, with standard hours of 8:00 a.m. to 5:00 p.m. The work environment is professional and collaborative, with frequent interaction with employees, managers, and external partners such as healthcare providers and third-party administrators. You will use HRIS platforms, Microsoft Office applications, and potentially systems such as Workday, UKG, or ADP to manage leave cases and maintain records. The role offers stability and the potential to transition into a permanent position based on performance, as the team is growing due to recent retirements and internal moves. Dress expectations align with a professional office setting within a healthcare campus.

This is a Contract position based out of Chesapeake, VA.

The pay range for this position is $24.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Chesapeake,VA.

This position is anticipated to close on Sep 4, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.