JOB TITLE: Leave Coordinator
DEPARTMENT: Human Resources
LOCATION: John H. Stroger, Jr. Hospital
SHIFT: 8:30 AM - 4:30 PM
This position is exempt from Career Service under the CCH Personnel Rules.
Job Summary
Under direction of the HR Operations Manager, the Leave Coordinator administers and processes all union and non-union leave of absence (LOA) requests for Cook County Health (CCH). LOAs include medical and non-medical leaves, paid and unpaid leaves, leaves that are coordinated with other departments/entities and those that are handled entirely by Human Resources. The Leave Coordinator interprets absence policies by demonstrating a thorough understanding of leave process and all applicable state and federal regulations regarding leave laws. This position requires the ability to handle a high volume of leave and accommodation requests from employees in a thorough, streamlined, and professional manner.
Typical Duties
- Understands LOA requirements, policies, procedures and rationale for all medical and non-medical leaves available for employees at CCH, including paid and unpaid benefits and the terms, requirements and conditions thereof in a manner that can be conveyed to employees, supervisors, leaders and others in a clear and appropriate manner.
- Demonstrates a thorough understanding of the leave process for the different types of leaves and conveys that understanding to employees who have varying levels of understanding of the leave process.
- Determines employee eligibility for LOA in accordance with all applicable state and federal regulations regarding leave laws.
- Communicates decisions and ongoing expectations promptly with employees and departments in a professional manner through writing and conversations; refers to policies and procedures, as necessary, to further support LOA requirements.
- Responsible for implementing requirements for employee compliance related to notice, eligibility, certification, and return to work in an accurate and timely manner.
- Maintains accurate records in an organized manner to allow for quick research and responses to HR, supervisors and other interested parties, and to prevent errors in employee time which can impact the employee's job protection, benefits and compensation.
- Provides guidance to employees through in person and phone meetings and interactions, email from personal account and LOA shared inbox by answering questions promptly to support needs of employees and supervisors.
- Conducts leave training for departmental managers and leaders.
- Processes LOA requests, decisions, and return to work requirements for all leaves.
- Coordinates LOA with Disability (managed by Pension Fund) by taking care of HR responsibilities in a prompt manner and providing guidance to employees on distinction between LOA and Disability.
- Coordinates LOA with Risk Management for Workers' Compensation claims to ensure employees understand the need to request leave with HR as well.
- Coordinates LOA and return to work with Employee Health Services and the EEO department and the employee if restrictions are involved.
- Responsible for any Human Resource Information System data entry with regard to leaves, accrual adjustments, and changes related to seniority date in connection with a leave.
- Initiates pre-disciplinary meeting/process for employees who do not return from leave.
- Monitors, audits and analyzes LOAs to ensure that ongoing claim management are within service standards.
- Serves as subject matter expert for all LOA informational inquiries, end-to-end processes and policy basics and has the ability to communicate these matters in a clear manner.
- Supports other departments by providing information in response to grievances, complaints or other forms of investigation.
- Provides leadership, support and supervision to staff in the absence of Senior HR Coordinator.
- Interacts with third party leave vendors to support claim validation or status changes.
- Maintains a high level of confidentiality and ensures HIPAA compliance.
- Supports Human Resources by developing and conducting formal and informal training of LOA policies as needed.
- Coordinates the return-to-work process following any leave of absence (approved or unapproved).
- Contacts Employee, Payroll, Labor Relations, Union representative and any other entities necessary to resolve concerns.
- Reports to HR to address day to day leave related processes and the ability to manage the balance workflow following periods of time-off from work.
- Ensures familiarity with computer-based technology to help administer leave including use of Microsoft Office, Adobe, Scanners, Printers, Fax Machines, as well as Time and Attendance Systems and Leave tracking information systems.
- Performs other duties and/or assignments as directed.
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