Coordinator, Leave Management Administration

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Columbia University Benefits proudly supports a community of over 18,000 benefit-eligible employees, retirees, and eligible dependents by offering a comprehensive health and wellness suite that promotes health, well-being, educational opportunities, and long-term financial security for retirement.

Reporting to the Assistant Director of Leave Management and working closely with all members of the Leave Management Office (LMO), the coordinator responds to inquiries and processes all aspects of benefits, employee leaves, workplace accommodations, and related programs to ensure compliance with university policies and federal and state leave regulations while providing expert guidance and excellent customer service to employees, managers, and human resources professionals.

Responsibilities

• Ensure timely intake of requests for leaves and workplace accommodations and strive to provide a resolution within 72 hours. Take prompt action to address and resolve inquiries or requests raised by employees. Engage in direct communication with employees. When necessary, escalate issues to the relevant team members or other appropriate individuals.
• Assume responsibility for reviewing and responding to all inquiries related to leaves coming from employees, managers, departments, and vendors.
• Conduct comprehensive research to resolve escalated issues internally or in coordination with the LMO team and outside vendors.
• Review all incoming mail, and coordinate all vendor requests. Coordinate with payroll and local schools / departments to manage the overpayment process.
• Support metrics reporting and trend analysis. Ensure Data Integrity and offer process improvement recommendations. Generate and present metric reports regularly to analyze disability leave and Workers' Compensation data and trends.
• Work with the LMO Team to ensure program policies, procedures, and established administrative practices are followed to guarantee compliance.
• Create and maintain complete and accurate records in hard copy and digitally as applicable.
• Monitor and track critical dates in the leave cycle and communicate with the employee and manager / department HR as appropriate. Work with employees and managers to ensure proper timekeeping and the calculation of salary continuation, wages, or other employment records.
• Maintain program databases and systems. Responsible for the documentation and updating of all processes.
• Draft and maintain regular communications with stakeholders, including sending required notices, forms, and letters.
• Secure and provide analysis of information, including medical documentation about employees' eligibility status, medical condition(s), occupational or employer requirements, and statutory regulations, to accurately determine eligibility for leave.
• Participate in delivering leave-related training to employees, managers, department administrators, and human resources professionals.
• Ensure federal and state compliance with all leaves, including certification of FMLA leaves, by maintaining current knowledge of leave laws and regulations.
• Assist with other area assignments periodically to foster ongoing growth, development, and depth of knowledge.
• Assist in preparing and submitting the annual OSHA and DOL reporting.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree and / or equivalent experience and two years of professional experience.

Preferred Qualifications

• Knowledge of federal and state leave-related regulations, including FMLA, ADAAA (including the interactive process), and HIPAA.
• General understanding of employee benefits as they relate to leaves of absence, including FMLA, Paid Family Leave, Short / Long Term Disability, Workers' Compensation, COBRA, etc.,
• Working knowledge of PeopleSoft or comparable enterprise HRIS platforms.

Other Requirements

• Excellent proficiency with Microsoft Office programs and databases.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Work well in an interactive team environment.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.