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General Description
The Leave of Absence Manager is responsible for the administration, compliance and oversight of all leave programs across the Firm, including federal, state, and local protected leaves and firm-sponsored leave benefits. This role serves as the firm’s subject matter expert on leave management, ensuring compliance with applicable laws. This role partners closely with the employee relations, HR operations, benefits, payroll, and privacy and compliance teams, as well as the firm’s employment counsel, to support individuals through the leave process, ensuring clear and timely communication, relevant documentation, and effective return-to-work coordination.
Key Responsibilities and Essential Job Functions
- Manage the full lifecycle of employee leaves of absence from intake through return-to-work. Review leave requests, evaluate eligibility in partnership with our third-party disability administrator, issue required notices, coordinate return-to-work activities, including fitness for duty requirements and restrictions, and ensure appropriate documentation is obtained and maintained.
- Track leave usage, entitlement balances, intermittent leave schedules, and return-to-work dates.
- Administer federal, state, and local leave programs, including Family and Medical Leave Act (FMLA), pregnancy-related and parental leave, military leave (USERRA), state family and medical leave programs, paid family and medical leave programs; sick leave and other protected leave requirements, jury duty, bereavement, and other statutory leave entitlements, and firm-provided leaves.
- Supervise, train, and coach the Leave of Absence Analyst, including work prioritization and assignment, quality review of case documentation and notices, and escalation support to ensure consistent, timely, and compliant case handling.
- Monitor and ensure compliance with applicable federal, state, and local leave laws and regulations and firm policy; remain current on legislative changes and policy and process updates and advise firm leadership of changes.
- Ensure maintenance of accurate, confidential leave records and case notes in HR Acuity and Workday; ensure accurate recordkeeping and confidentiality of medical and leave-related information.
- Partner with the benefits and payroll teams to coordinate pay and benefit impacts.
- Collaborate with the employee relations team to support workforce planning during absences and workplace accommodations upon return to work.
- Manage the relationship with our third-party disability administrator, including service levels and issue resolution.
- Coordinate leave administration with short-term disability, long-term disability, workers' compensation, and other benefit programs.
- Serve as a point of contact for employees regarding leave entitlements, benefits, and return-to-work requirements.
- Counsel managers on leave-related issues, employee rights, and operational considerations.
- Support employees through sensitive and complex leave situations with professionalism, empathy, and discretion.
- Support audits, inquiries, and escalations by gathering records, documenting decisions, and partnering with employment counsel as needed.
- Develop and maintain leave-related metrics, dashboards, and reports.
- Implement best practices, automation, and workflow efficiencies within leave administration processes.
- Participate in HR technology implementations and enhancements related to leave tracking and case management. Maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.
- Special projects and duties as assigned.
Required Skills and Competencies
- Deep knowledge of leave of absence laws, regulations, and compliance requirements.
- Strong analytical and problem-solving skills.
- Strong organizational and case management abilities with attention to detail.
- Excellent interpersonal, communication, and employee-relations skills.
- Excellent written and verbal communication skills with the ability to explain complex concepts clearly and professionally and with empathy with all levels of employees.
- Ability to manage sensitive and confidential information with discretion and sound judgment.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Proficiency with HRIS and leave management systems and strong attention to data quality.
- Project management skills and the ability to collaborate effectively with other teams and stakeholders.
Required Qualifications and Education
- Bachelor’s degree in human resources, or a related field.
- 10+ years of experience in leave of absence administration, benefits/HR operations, or a related HR specialty with direct case management responsibilities.
- Experience interpreting and applying leave policies and compliance requirements and partnering with managers and employees in a consultative manner.
- HR certification (e.g., SHRM-CP/SHRM-SCP, PHR/SPHR) or related credential is a plus.
Physical Requirements / Work Environment
- Ability to remain in a stationary position (sitting or standing) for extended periods of time.
- Frequent use of a computer and keyboard for email, documentation, and case management activities.
- Ability to communicate effectively with employees, managers, and vendors (in-person and/or via phone/video).
Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.
Below are the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.
Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.
Applicants who are interested in applying for a position and require an accommodation during the process should contact ApplicantAccommodations@hklaw.com.
Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.