Leave Specialist

Contract: 2-Year Contract
Salary Range: $92,000–$125,000 annually

Position Summary

The Leave Specialist is responsible for administering, tracking, and determining employee eligibility for job-protected leaves of absence, including FMLA, CFRA, Pregnancy Disability Leave (PDL), Workers’ Compensation, Military Leave, and other applicable leave programs.

This role serves as a knowledgeable resource to employees, managers, and HR partners, providing guidance and consultation on leave-related matters while ensuring compliance with federal and state regulations, University policies, procedures, and applicable bargaining agreements.

Scope of Responsibility

This is an experienced professional role requiring a thorough understanding of leave administration and the ability to independently manage the full range of responsibilities within the function. The Leave Specialist applies professional knowledge, sound judgment, analytical skills, and experience to resolve complex and diverse leave-related issues.

The position requires the ability to analyze individual circumstances, interpret applicable policies and regulations, and develop appropriate solutions and recommendations.

Key Responsibilities

• Administer and manage job-protected leaves of absence for employees across UCSF, including FMLA, CFRA, PDL, Workers’ Compensation, Military Leave, Kin Care, and other applicable leave programs.
• Evaluate employee eligibility and ensure leave cases are accurately tracked, documented, and administered in accordance with applicable laws, University policies, procedures, and bargaining agreements.
• Provide consultation, guidance, and assistance to employees, managers, HR partners, and other stakeholders regarding leave administration and related processes.
• Analyze complex leave cases and employee circumstances, considering multiple factors to determine appropriate courses of action and recommendations.
• Apply knowledge of leave laws, University policies, benefits programs, and administrative procedures to address both routine and unique leave situations.
• Work collaboratively with diverse UCSF populations, including Health, Campus, academic, and faculty employees, tailoring guidance and recommendations to the specific population and circumstances.
• Exercise sound judgment and discretion when resolving sensitive and complex employee leave matters.
• Maintain accurate and confidential records, including information involving protected health information (PHI).
• Communicate complex leave and benefits information clearly and effectively through written communication, individual consultation, and group presentations.
• Work under the direction of the Leave of Absence Manager, receiving general guidance on assignments, projects, initiatives, and operational priorities.

Qualifications

Required

• Strong analytical, organizational, and problem-solving skills, with the ability to analyze information and develop sound recommendations.
• Thorough knowledge of organizational policies and procedures, as well as federal and California leave laws, including FMLA, CFRA, PDL, and Kin Care.
• Comprehensive knowledge of employee benefits and leave management programs sufficient to provide accurate information, interpretation, and guidance in both routine and complex situations.
• Strong written, verbal, and presentation skills, with the ability to communicate clearly and effectively with individuals at multiple levels of an organization.
• Strong interpersonal skills and the ability to work effectively with diverse UC populations.
• Demonstrated ability to remain calm and professional in escalated or sensitive situations, while exercising tact, diplomacy, and respect.
• Ability to maintain strict confidentiality when handling protected health information and other sensitive employee information.
• Ability to communicate and receive constructive feedback in a manner that supports positive outcomes and a collaborative work environment.
• Knowledge of UC policies, procedures, and bargaining agreements related to employee benefits and leaves of absence.

Preferred

• Knowledge of Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, Teams, SharePoint, and Smartsheet.
• Experience with Oracle HCM Cloud, MyTime/UKG, HR Umbrella, or similar HR and leave administration systems.
• Knowledge of Lincoln Financial Group disability plans, State Disability Insurance (SDI), and/or Workers’ Compensation temporary disability programs.
• Experience administering leave programs in a complex, multi-population organization such as a university or healthcare environment.

Employment Details

This position is offered as a 2-year contract opportunity, with an annual salary range of $92,000–$125,000, commensurate with qualifications and experience.

Knowledge, Skills and AbilitiesReq / PrefStrong analytical skills to conduct analysis and develop recommendations, demonstrating organization and problem-solving skills.ReqThorough 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.ReqComprehensive 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.ReqDemonstrated strong writing, speaking, and group presentation skills in order to present information in a clear and concise manner to multiple levels in the organization.ReqKnowledge of all benefits programs in order to provide information and interpretation.ReqExcellent 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.ReqAbility to maintain confidentiality when dealing with protected health information (PHI)ReqCommunicates and accepts constructive feedback in a manner that promotes a positive outcome and supportive work environment.ReqKnowledge of UC policies, procedures, and bargaining agreements related to benefits and leave of absence.PrefKnowledge of Microsoft Office (e.g. Outlook, Excel, Word, Powerpoint, Teams, SharePoint, Smartsheet, etc.), Oracle HCM Cloud,  MyTime/UKG, HR Umbrella, etc.PrefKnowledge of Lincoln Financial Group disability plans, state disability, and or workers’ compensation temporary disabilityPref

% 

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%

YesAssists 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%.)