HR Leave Coordinator

Are you ready to give back to the community while pursuing your passion? For over 50 years, Acacia Network and its affiliates have been committed to improving the quality-of-life and wellbeing of underserved communities in New York City and beyond. We are one of the leading human services organizations in New York City and the largest Hispanic-led nonprofit in the State, serving over 150,000 individuals every year. Our programs serve individuals at every age and developmental level, from the very young through our daycare programs to mature adults through our older adults centers. Our extensive array of community-based services are fully integrated, bilingual and culturally competent.

POSITION OVERVIEW

Under the supervision of the Director of Benefits and Systems Management, the Leave Coordinator is responsible for administering Acacia Network’s Leave of Absence (LOA) program. The Leave Coordinator will ensure compliance and proper documentation of leaves in accordance with the organization policies and federal, state and local laws including the timely distribution of required forms and communications, tracking of all leaves, and administration of the ADA interactive process. The Leave Coordinator serves as the subject matter expert and first point of contact for employees on leaves and is the liaison between the employees, the insurance carriers and management. This position has no supervisory responsibilities.

KEY FUNCTIONS

• Manage the complete leave process from initial application through approval, rejection, or cancellation, ensuring adherence to all relevant federal, state, and local laws, as well as company policies.
• Assess employee leave eligibility and determine the appropriate leave type based on federal, state, and local regulations, as well as company policies, ensuring accurate and consistent application of legal requirements across all leave cases.
• Process all leave applications and related forms, establishing claims and collaborating with third-party vendors to ensure claims are completed and processed efficiently, in accordance with organizational and legal guidelines.
• Ensure the timely and accurate submission of Workers' Compensation, Disability, and Paid Family Leave forms to the appropriate insurance carriers, proactively managing timelines to meet all deadlines and maintain legal compliance.
• Provide guidance and assistance to employees throughout the leave of absence process, thoroughly explaining policies and procedures for various leave types, such as FMLA, ADA, Workers' Compensation, New York Paid Family Leave, Disability Leave, Military Leave, and applicable state and local leave laws.
• Follow up with employees utilizing the ADA interactive process, ensuring timely communication regarding their leave status, updates, and return-to-work dates while coordinating any necessary accommodations.
• Maintain clear and consistent communication with employees during their leave by providing timely updates on application statuses, notice of rights, designations, medical certifications, claim numbers, and any required forms, ensuring transparency and support throughout the process.
• Provide bi-weekly updates to senior leadership regarding status of employee leaves.
• Collaborate closely with managers to facilitate employees’ return to work under Modified Duty Programs for employees on Workers' Compensation, ensuring compliance with relevant regulations and supporting employees’ reintegration into the workforce.
• Proactively manage and maintain leave-related data in the HRIS system, ensuring accurate and up-to-date records for reporting purposes, while safeguarding data integrity and compliance with leave regulations.
• Maintain organized and up-to-date employee leave files, including all applications, forms, medical notes, and other relevant documentation, ensuring that information is readily accessible for review and audit purposes.
• Offer recommendations for continuous improvement in the leave administration and accommodation process, identifying opportunities for more efficient workflows, better communication, and enhanced compliance practices.

REQUIREMENTS

• 3 years previous relevant experience in Human Resources required.
• Bachelor's Degree in Human Resources Management, Organizational Development, Business Management or an equivalent related field required.
• Thorough understanding of company policies to ensure accurate, fair and consistent policy provisions.
• Working knowledge of HR functions and focus on benefit administration and compensation.
• Knowledge of federal and state labor laws – ADA, Workers Compensation, FMLA, PFLA
• Ability to use business acumen to exercise good judgment and decision-making.
• Strict adherence to HIPAA Privacy Rules.
• Ability to deal with confidential and sensitive issues with diplomacy and discretion.
• Strong PC skills including MS Office, ADP Workforce Now.
• Ability to maintain a professional demeanor under pressure and operate with a keen sense of urgency and commitment to quality.
• Flexibility and adaptability in a fast-paced, constantly changing environment.

WHY JOIN US

Acacia Network provides a comprehensive and competitive benefits package to our employees. In addition to a competitive salary, our benefits include medical, dental, and vision coverage. We also offer generous paid time off, including vacation days and paid holidays, to support a healthy work-life balance. We prioritize the well-being of our employees both professionally and personally.

As an Equal Opportunity Employer, we encourage individuals from all backgrounds to apply.