LOA Administrator

The Leave of Absence Administrator is responsible for the day-to-day administration of leave
and accommodation programs for employees in the United States and Canada. This position
serves as a primary point of contact for employees, managers, HR Business Partners, HR
Operations, and third-party administrators regarding leave of absence and workplace
accommodation matters.

The Leave of Absence Administrator coordinates the interactive process for accommodation
requests, administers personal leave programs, conducts audits, and ensures compliance with
company policies and applicable federal, state, provincial, and local regulations. This role
requires sound judgment, exceptional customer service, strong analytical skills, and the ability to
effectively manage multiple priorities in a fast-paced environment.

Leave Administration

• Administer company leave programs for U.S. and Canadian employees.
• Coordinate with third-party leave administrators to ensure timely and accurate claim
  administration.
• Monitor leave statuses and ensure compliance with company policies and applicable
  laws.
• Respond to inquiries from employees, managers, HR Business Partners, HR Operations,
  and HR Help.
• Maintain accurate case documentation and records.
• Escalate complex or high-risk matters to leadership and Legal, as appropriate.

ADA, PWFA, and Workplace Accommodations

• Administer day-to-day accommodation requests under the Americans with Disabilities
  Act (ADA), Pregnant Workers Fairness Act (PWFA), and applicable state laws.
• Facilitate the interactive process with employees, managers, HR Business Partners, and
  third-party administrators. 
• Review medical documentation and coordinate requests for clarification when necessary.
• Prepare accommodation determinations and related correspondence.
• Coordinate temporary accommodations, transitional work arrangements, and return-to-
  work restrictions.
• Monitor accommodation expiration dates and ensure timely follow-up.
• Escalate complex accommodation matters, undue hardship concerns, and legal issues to
  leadership.
• Maintain accurate accommodation records and documentation in accordance with
  company policy and applicable laws.

Vendor Coordination and Case Management

• Partner with third-party leave administrators, disability carriers, Payroll, Benefits, HR
  Operations, and HRIS teams to ensure effective administration of leave and
  accommodation programs.
• Monitor case activity and identify service issues requiring escalation.
• Support implementation of process improvements and system enhancements.
• Participate in cross-functional initiatives designed to improve operational efficiency and
  employee experience.

Reporting, Audits, and Return-to-Work Activities

• Conduct audits related to AWOL cases, return-to-work activities, and direct billing
  processes.
• Review cancelled and deleted leave claims received from third-party administrators.
• Audit intermittent leave reporting and identify discrepancies.
• Prepare reports, trackers, and supporting documentation as needed.
• Monitor data integrity within Workday and related systems.
• Coordinate return-to-work activities and follow up with managers regarding outstanding
  actions.

Compliance and Continuous Improvement

• Maintain confidentiality of employee and medical information.
• Remain current on federal, state, provincial, and company leave and accommodation
  requirements.
• Recommend process improvements and assist in developing procedures, job aids, and
  training materials.
• Support departmental projects and perform other duties as assigned.

Education and Experience

• Bachelor’s degree in Human Resources, Business Administration, or related field
  preferred.
• Minimum of five (5) years of experience administering leave of absence and
  accommodation programs.
• Minimum of three (3) years of experience managing complex cases involving the
  intersection of worker’s compensation, FMLA, ADA, and return to work programs.
• Experience working with third-party leave and disability vendors required.
• Experience with Workday or other Human Capital Management systems preferred.
• Experience supporting U.S. and Canadian leave programs preferred.

Knowledge and Skills

• Extensive knowledge of FMLA, ADA, PWFA, USERRA, HIPAA, wage and hour laws,
  and state leave programs.
• Strong understanding of workers’ compensation, FMLA, ADA, and other applicable
  leave and accommodation laws.
• Demonstrated experience coordinating cases involving overlapping workers’
  compensation, leave of absence, return-to-work, and workplace accommodation
  obligations.
• Ability to analyze complex case scenarios and apply multiple laws and company policies
  simultaneously while ensuring compliance and minimizing operational risk.
• Knowledge of Canadian leave and benefit programs preferred.
• Strong analytical and problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and stakeholder management skills.
• Ability to prioritize competing demands and manage multiple cases simultaneously.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office Suite and HR technology platforms.
• Strong organizational skills with exceptional attention to detail.
• Ability to adapt to changing priorities and business needs.

Qualifications

• Organized and capable of meeting deadlines in a fast-paced environment.
• Professional, responsive, and customer-focused.
• Strong critical thinking and decision-making capabilities.
• Ability to manage sensitive and confidential information appropriately.
• Effective relationship-building and collaboration skills.
• Ability to exercise discretion and maintain objectivity.
• Ability to work with ambiguity and changing priorities.
• Commitment to continuous learning and process improvement.
• Demonstrated ability to provide exceptional service to employees and business partners.
• Ability to respond appropriately to changes in a routine work setting and make simple
  work-related decisions.

We are excited to share that the base salary range for this position is $66,557.40 - $88,743.20. This position is also eligible for an annual discretionary bonus, targeted at 3%. NFI takes into consideration applicants' qualifications, experience, education, and geographic location when determining a starting rate of pay.  

Employees are also eligible for a robust benefit program, which includes Medical, Dental, Vision, Prescription Drug Coverage, 401k Plan, Wellness Program, Life Insurance, Paid Time Off, and Paid Parental Leave, among other benefit plan options.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.