Leave of Absence (LOA) Administrator

Position Number: FI-1907-1
Department: Benefits
Affiliate: Apis Services, Inc.
Reports To: Senior Benefits Manager
FLSA Status: Exempt

Position Summary

The Leave of Absence (LOA) Administrator is responsible for the administration and coordination of employee leave programs and benefits related to leaves of absence. This position serves as a primary point of contact for employees, leadership, payroll, and third-party vendors regarding leave eligibility, disability programs, accommodations, benefit continuation, and return-to-work planning.

The LOA Administrator ensures compliance with federal, state, and company leave regulations while delivering exceptional customer service and support throughout the leave process.

Essential Duties & Responsibilities

Leave of Absence Administration

• Administer and coordinate employee leave programs, including:
  • Family and Medical Leave Act (FMLA)
  • Americans with Disabilities Act (ADA) accommodations
  • Short-Term Disability (STD)
  • Long-Term Disability (LTD)
  • Military Leave (USERRA)
  • Bereavement Leave
  • Jury Duty Leave
  • Paid Time Off (PTO)
  • State-specific leave programs
• Manage leave requests from initiation through return-to-work.
• Provide employees with appropriate leave documentation and explain eligibility requirements.
• Monitor leave approvals, extensions, intermittent leave usage, and return dates.
• Maintain accurate records and ensure timely case documentation.
• Partner with supervisors and HR teams regarding leave-related questions and employee communications.

Benefits Administration Support

• Assist employees with benefit-related inquiries during leaves of absence.
• Support administration of:
  • Medical, Dental, and Vision Benefits
  • COBRA
  • Life Insurance
  • Supplemental Insurance Programs
  • 401(k) Plans
  • Section 125/Cafeteria Plans
  • Other employer-sponsored benefit programs
• Process employee enrollment, benefit changes, and terminations as appropriate.
• Monitor benefit deductions and communicate discrepancies to employees and Payroll.

Vendor Coordination & Employee Support

• Serve as liaison between employees and third-party leave administrators, including Sedgwick and disability carriers.
• Assist employees in opening leave cases and navigating leave management systems.
• Respond to employee inquiries regarding leave status, benefits, and return-to-work requirements.
• Promote self-service tools and resources to improve employee access to information.

Compliance & Tracking

• Ensure compliance with company policies and applicable federal, state, and local leave regulations.
• Track leave utilization, employee leave balances, and required documentation.
• Coordinate workers' compensation leave activity and related communications.
• Maintain confidentiality of employee medical and personnel information.

Payroll & Reporting Support

• Collaborate with Payroll to resolve pay-related issues associated with leaves and benefit deductions.
• Provide leave and PTO-related reports as needed.
• Maintain accurate data within HRIS, ADP, and leave administration systems.
• Support benefit billing reconciliation and reporting activities.

Administrative Responsibilities

• Complete employment verification requests as assigned.
• Maintain accurate employee records and documentation.
• Participate in department meetings, training sessions, and special projects.
• Assist with open enrollment activities and employee education initiatives.

Qualifications

Education

• High School Diploma or GED required.
• Bachelor's degree in Human Resources, Business Administration, or related field preferred.

Experience

• 3-5 years of leave administration, benefits administration, human resources, or related experience preferred.
• Experience working with leave management systems and HRIS platforms.
• Prior experience supporting multi-state leave programs preferred.

Knowledge & Skills

• Working knowledge of:
  • FMLA
  • ADA
  • COBRA
  • HIPAA
  • Short-Term and Long-Term Disability programs
  • Workers' Compensation processes
• Strong customer service and employee relations skills.
• Excellent verbal and written communication abilities.
• Strong organizational skills and attention to detail.
• Ability to manage multiple cases and deadlines simultaneously.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with:
  • ADP Workforce Now
  • Microsoft Office Suite
  • Teams, Zoom, and related business technologies

Core Competencies

• Customer Service Excellence
• Problem Solving
• Attention to Detail
• Time Management
• Communication Skills
• Confidentiality & Professionalism
• Collaboration & Teamwork
• Compliance Awareness
• Organizational Agility

Working Conditions

• Primarily remote work environment with occasional onsite meetings.
• Dedicated home office workspace required.
• Prolonged periods of sitting and computer use.
• Occasional travel to affiliate locations for meetings, training, or business needs.

Physical Requirements

• Ability to sit, stand, bend, reach, lift, and perform routine office activities.
• Ability to operate computers, telephones, and other business equipment.
• Ability to lift up to 25 pounds occasionally.

Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of responsibilities, duties, or qualifications.

Apis Services reserves the right to modify job duties or assign additional responsibilities as business needs require. Employees may be required to perform other job-related duties consistent with the nature of the position.

Why this version is stronger:

• Distinguishes clearly between the LOA Administrator and the Senior LOA Manager role.
• Focuses on case administration and employee support rather than strategic leadership.
• Uses modern HR terminology and compliance language.
• Better aligned with market benchmarks for Leave Specialist, Leave Coordinator, or LOA Administrator positions.
• Easier to post externally and more attractive to experienced leave administration professionals.