This position is primarily remote with some onsite shifts at TidalHealth's Maryland and Delaware hospital campuses.
Leave Administrator Position Summary
The Leave Administrator will be the in-house subject matter expert and primary point of contact for all leaves of absence (LOA), including FMLA, short-term disability (STD), long-term disability (LTD), military, personal, and state-mandated leaves (e.g., DE Paid Family and Medical Leave and the upcoming MD Time to Care Act). This role will partner closely with our third-party administrator and be responsible for developing, documenting, and refining internal standard operating procedures. The Leave Administrator will be critical in enhancing the overall team member experience, ensuring compliance, and streamlining the LOA process.
Key Responsibilities
Leave Administration and Oversight
- Serve as the internal escalation point and expert for complex or highly sensitive leave cases. Partner with third-party leave administrator to ensure accurate and timely processing of leave requests, eligibility determinations, and return-to-work coordination.
- Design, establish, and continuously improve internal workflow processes to ensure seamless coordination between the organization, TPA, team members, leaders, payroll, etc.
- Act as the primary operational contact for third-party leave administrator. Review TPA performance, identify recurring issues or patterns of team member complaints, and drive necessary process improvements and service delivery changes with the vendor.
- Maintain in-depth knowledge of all federal, state, and local leave laws, including FMLA, ADA, USERRA, and state paid leave regulations. Ensure internal policies and TPA procedures are fully compliant.
- Regularly audit leave records and documentation provided by the TPA to ensure accuracy, proper coding, and alignment with internal payroll and benefits processes. Develop reports on leave utilization, trends, and compliance metrics.
Team Member and Management Support
- Directly address and resolve team member complaints and complex inquiries regarding the leave process. Provide empathetic, clear, and consistent communication to team members on their rights, responsibilities, and status during leave.
- Train and advise HR and leaders on appropriate application of leave policies, handling return-to-work scenarios, and managing team members on leave, with an emphasis on preventing common administrative errors.
- Collaborate with the Benefits Manager and/or Payroll Manager to ensure seamless coordination between LOA, STD/LTD payments, health benefits continuation, and payroll/time-keeping systems.
- Coordinates the complex intersection of leave, payroll, and benefits to guarantee accurate pay and benefits continuation.
Policy and System Enhancement
- Proactively review current internal LOA policies and procedures. Develop, document, and implement clear, user-friendly internal guidelines and resources for both team members and managers to supplement TPA information.
- Build administrative processes to prepare the system for the implementation of state paid leave programs, collaborating with the Benefits Manager and/or Director of Total Rewards on policy updates, communications, and TPA readiness.
- Oversee the administration, tracking, and process flow of the grandfathered sick bank program, ensuring adherence to historical rules and accurate balances during and after leave periods.
Leave Administrator Position Requirements
Education:
- Bachelor’s degree in Human Resources, Business Administration, or a related field is required.
Experience Required:
- Experience using Microsoft products (such as Excel) is required.
- 3+ years of specialized experience in employee leave and absence management in a complex, multi-state environment.
- Expert-level knowledge of FMLA, ADA, STD/LTD administration, and multi-state leave laws, particularly in Delaware and/or Maryland.
- Exceptional written and verbal communication skills, with the ability to explain complex regulatory information clearly and compassionately.
Preferred
- Demonstrated experience managing or overseeing third-party leave administration (TPA), with a proven track record of driving process improvement and vendor performance.
- Experience in the healthcare industry.
- PHR, SHRM-CP, or Certified Leave Management Specialist (CLMS) certification.
- Experience with HRIS systems such as Workday, UKG, or Oracle.
Leave Administrator Schedule
- Primarily day shift, Monday through Friday
- Evenings and weekends may be required as needed.
Benefits
- We provide a robust benefits suite for our eligible team members (36+ hours for 12-hour shifts; 37.5+ hours for standard shifts).
Job Type: Full-time
Pay: $55,993.60 - $86,777.60 per year
Work Location: Hybrid remote in Salisbury, MD 21801
