The Leave of Absence Specialist serves as Alliance Animal Health's primary internal resource for coordinating employee leaves of absence and workplace accommodations across a complex, multi-state organization. The Specialist owns internal leave case coordination from initiation through return to work, partnering closely with teammates, practice leadership, HR Partners, Payroll, Benefits, and Alliance's third-party leave administrator to provide a consistent and supportive teammate experience.

This role monitors leave activity and key case milestones, maintains accurate internal records, coordinates required follow-up, and helps ensure teammates and leaders understand leave processes and next steps. The Leave of Absence Specialist also supports workplace accommodation processes by coordinating documentation, facilitating communication, and tracking requests through resolution while partnering with HR on matters requiring review or determination.

Success in this role requires strong organization and follow-through, sound judgment, excellent communication skills, attention to detail, and working knowledge of federal, state, and local leave and accommodation requirements.

Leave Case Management

• Serve as the primary internal point of contact for teammates, practice leadership, and HR partners regarding leave of absence processes, case status, and next steps.
• Guide teammates and leaders through the process for initiating leave requests with Alliance’s third party leave administrator.
• Own internal leave case coordination from initiation through return to work or case closure, ensuring required actions and follow-up are completed timely.
• Coordinate with the third party leave administrator regarding leave status, outstanding documentation, extensions, anticipated return to work dates, and other case related activity.
• Monitor active and pending leave cases and maintain accurate internal tracking of leave dates, case status, anticipated return to work dates, and outstanding actions.
• Proactively follow up with teammates, practice leadership, HR partners, and the third-party leave administrator when information or action is outstanding.
• Communicate relevant leave status updates and next steps to internal stakeholders while maintaining appropriate confidentiality of employee medical information.
• Coordinate return to work activities, including tracking required documentation, confirming return dates, and communicating identified work restrictions to appropriate stakeholders.
• Identify and escalate complex, sensitive, high-risk, or unusual situations to Benefits or HR leadership as appropriate.

Workplace Accommodation Support

• Support the workplace accommodation interactive process by coordinating documentation, tracking requests, facilitating communication, and ensuring timely follow-up.
• Serve as a point of contact for teammates regarding the accommodation process, required documentation, and next steps.
• Escalate accommodation requests requiring assessment, determination, or additional review to the appropriate HR Partner.

Compliance and Multi-State Leave Support

• Maintain working knowledge of federal, state, and local leave and accommodation requirements, including FMLA, ADA, PWFA, applicable state and local leave programs, and Alliance leave policies.
• Stay informed of changes to leave and accommodation requirements and assist with updates to internal procedures, resources, communications, and tracking processes as needed.
• Support consistent administration of leave processes across Alliance practices while recognizing jurisdiction-specific requirements.
• Partner with Benefits and HR leadership to identify situations requiring additional compliance review or guidance.

Payroll Coordination

• Coordinate with Payroll regarding benefit deductions, premium arrears, employee status changes, and other pay or benefit matters arising during a leave of absence.
• Identify and assist with resolving discrepancies among third-party administrator records, HRIS information, payroll records, benefits information, and employee status.
• Ensure appropriate internal stakeholders receive timely information regarding leave changes that may impact employee pay, benefits, or employment status.
• Review third-party administrator case activity for completeness and alignment with internal records and follow up on discrepancies or outstanding items.
• Escalate vendor service concerns, delayed activity, or recurring case issues to Benefits leadership as appropriate.

Practice and HR Partnership

• Build strong working relationships with practice leadership, HR Partners, Payroll, or other internal partners.
• Provide responsive and knowledgeable support to practices regarding leave related questions, documentation requirements, case status, and next steps.
• Provide appropriate updates regarding employee leave status, anticipated return dates, restrictions, and outstanding actions while protecting confidential information.
• Communicate complex leave processes in a clear, practical, and teammate-focused manner.
• Provide consistent, empathetic support to teammates navigating leave and accommodation situations.

Tracking, Reporting, and Process Support

• Maintain accurate leave records within internal tracking tools, HRIS, and applicable vendor systems.
• Routinely review open cases to identify outstanding actions, upcoming return dates, leave exhaustion, documentation follow-up, or other items requiring attention.
• Support leave-related reporting, audits, and data reconciliation to promote accurate and consistent records.
• Recommend and support improvements to internal leave processes, resources, communications, and workflows.
• Assist with leave and accommodation projects and initiatives as assigned

• 2+ years of direct experience supporting leave of absence, disability, and/or workplace accommodation processes.
• Working knowledge of FMLA, ADA, PWFA, state and local leave programs, and employee leave administration.
• Experience supporting or coordinating leave programs within a multi-state organization.
• Experience working with a third-party leave administrator, disability carrier, or similar vendor preferred.
• Demonstrated ability to manage multiple cases, deadlines, and follow-up activities simultaneously in a detail-oriented environment.
• Strong written and verbal communication skills with the ability to explain processes clearly and professionally.
• Ability to develop effective working relationships across multiple levels and functions of an organization.
• Ability to handle confidential and sensitive employee and medical information appropriately.
• Strong problem-solving skills and ability to recognize when an issue requires escalation.
• Proficiency with Microsoft Office applications.
• Experience with ADP Workforce Now or a comparable HRIS platform.

WE ARE A DRUG-FREE, SMOKE-FREE, EQUAL OPPORTUNITY EMPLOYER.

Company Policy & Federal & State Laws Forbid Discrimination Because of Age, Color, Race, Religion, Sex, Disability, Sexual Orientation or National Origin

For additional details including our full equal opportunity statement, texting/outreach communication authorization, physical requirements of the job and more, please visit https://allianceanimal.com/additionaljobdescriptiondetails/