Leave of Absence Specialist

• DEPARTMENT: 18371 - People & Culture
• LOCATION: 1100 Immokalee Road, Naples, FL, 34110
• WORK TYPE: Full Time
• WORK SCHEDULE:

ABOUT NCH

NCH is an independent, locally governed non-profit delivering premier comprehensive care. Our healthcare system is comprised of two hospitals, an alliance of 700+ physicians, and medical facilities in dozens of locations throughout Southwest Florida that offer nationally recognized, quality health care.

NCH is transforming into an Advanced Community Healthcare System(TM) and we're proud to: Provide higher acuity care and Centers of Excellence; Offer Graduate Medical Education and fellowships; Have endowed chairs; Conduct research and participate in national clinical trials; and partner with other health market leaders, like Hospital for Special Surgery, Encompass, and ProScan.

Join our mission to help everyone live a longer, happier, healthier life. We are committed to care and believe there's always more at NCH - for you and every person we serve together. Visit nchjobs.org to learn more.

JOB SUMMARY

The Leave of Absence Specialist serves as the primary administrator and subject matter expert for NCH Naples Comprehensive Health LOA programs. This role ensures compliant, efficient, and employee-centered administration of federal, state, and company-specific leave policies, including FMLA, ADA accommodations, short-term/long-term disability coordination, and paid/unpaid leave programs. The Leave of Absence Specialist manages the full leave lifecycle from intake to return-to-work, maintaining confidentiality, regulatory compliance, and accurate case documentation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

- Other duties may be assigned.
• Administers end-to-end leave of absence processes, including intake, eligibility review, documentation tracking, approvals/denials, status updates, and return-to-work transition.
• Tracks and updates all leave of absences within the HRIS system ensuring employees are paid correctly in accordance with leave, disability, paid time off and extended illness policies.
• Serves as the primary point of contact for employees, managers, payroll, and life and disability carrier.
• Evaluates leave requests for compliance under FMLA, ADA, HIPAA, ERISA, state-specific leave laws, and company policy.
• Regularly reviews policies, forms and procedures and makes recommendations for improvement and compliance with changing laws and policies.
• Coordinates leave cases with disability carrier, People and Culture Employee Engagement teams, and payroll to ensure alignment of leave status and pay.
• Maintains detailed case notes and ensures data accuracy within the HRIS and leave management system.
• Monitors and track leave timelines, certification deadlines, approvals, recertifications, extensions, accommodations, and return-to-work requirements.
• Provides guidance to employees and managers on leave options, required documentation, expectations, job protection, and benefit continuation rules.
• Anticipates employee needs by communicating next steps, deadlines, benefit impacts, pay expectations, and support resources proactively.
• Conducts leave trend reporting, leave audits, and compliance monitoring to support P&C and leadership decision-making.
• Ensures timely communication including case notices, medical certification packets, determination letters, accommodation follow-ups, and return-to-work confirmations.
• Remains current on evolving federal and state LOA legislation and ensure company-wide compliance.
• Audits reports monthly to ensure employees are correctly paying for their benefits each pay period. Collects and posts insurance premium payments for employees on leave of absence on a monthly basis.
• Provides backup and assistance for all other benefits requests and processes as needed.

EDUCATION, EXPERIENCE AND QUALIFICATIONS
• Minimum of an Associate's degree required, Bachelor's degree in Human Resources, Business Administration, or related field preferred.
• Minimum of 2 years of direct leave of absence administration experience required.
• Certifications such as: Leave Management certifications preferred.
• In-depth knowledge of FMLA, ADA accommodations, disability coordination, and state leave laws.
• Experience working with LOA disability carriers, and HRIS/LOA management platforms.
• Strong ability to interpret legal guidelines, apply policy consistently, and maintain regulatory compliance.
• Experience in HRIS systems (Infor, and UKG Pro) preferred.
• Prior experience in accommodations or disability claims support preferred.
• Proven experience managing high-volume, complex, or sensitive leave cases.
• Exceptional written and verbal communication skills.
• High attention to detail and ability to maintain strict confidentiality.
• Ability to prioritize workload, manage deadlines, and maintain confidentiality.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams) with a strong emphasis on Excel (required), including:

o VLOOKUP / XLOOKUP

o Pivot Tables

o Data filtering & sorting

o Conditional formatting

o Formula-based reporting

Core Competencies:
• Employee Advocacy & Support
• LOA Compliance & Policy Interpretation
• Excel-Driven Data Management & Reporting
• Independent Case Ownership & Decision-Making
• Proactive Communication & High-touch Employee Service
• Detail-Oriented Documentation & Organization

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