HR Leave Administrator (LOA)

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $60,000 and $66,000 depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Working with limited supervision, the Leaves Administrator and Analyst serves as the primary subject matter expert and analytical resource for the end-to-end administration, compliance, and data integration of all university leaves of absence. This role manages the leave lifecycle for all university employees including faculty, staff, and postdocs ensuring flawless execution of Family Medical Leave Act (FMLA), short-term disability (STD), long-term disability (LTD), workers' compensation, and university-specific leave policies.

A primary focus of this position is bridging the technical gaps between siloed databases (HCM/People Soft and Faculty systems) by developing robust manual tracking workflows, custom spreadsheets, and digital forms to eliminate pay errors and ensure complete data integrity.

• Provide leave case management, compliance, and support. Independently manage all continuous and intermittent leave of absence (LOA) cases of varying types, including personal, family, paid parental, military, short-term disability, long-term disability, and unpaid leaves. Serve as the empathetic, primary point of contact for employees (faculty, staff, and postdocs), human resources administrators, and supervisors, guiding them transparently through leave timelines, pay, benefits expectations, and return-to-work protocols.
  
  Review, verify, and audit all medical certifications and compliance documentation; proactively issue follow-ups when documentation does not meet federal or university regulatory standards. Partner closely with third-party vendors and administrators to monitor leave durations, coordinate extensions, and streamline return-to-work transitions. (55%)
• Provide data integrity, workflow design, and systems synchronization. Manage, update, and audit leave statuses across multiple siloed platforms (HCM/People Soft and Faculty databases) to proactively ensure accurate, timely payments. Maintain advanced spreadsheets, tracking tools, and digital intake forms outside of HCM to streamline manual data collection and preserve absolute data accuracy. Compile, clean, and analyze complex leave data to generate meaningful monthly, quarterly, and annual reports for HR leadership regarding leave trends, utilization statistics, and operational impacts.
  
  (10%)
• Provide cross-functional stakeholder collaboration and consultation. Serve as the key systems connector, coordinating heavily with Employee Relations, Compensation, HR Records, Payroll, the Office of Equity, Risk Management (for Workers Compensation), the Provosts Office, and departmental HR Administrators (HRAs). Provide high-level consultation and interpretation of federal/state regulations and university leave policies to deans, supervisors, and department heads. Develop and facilitate targeted HR training sessions, informational briefing toolkits, and digital resources regarding FMLA and leave processes for managers and faculty leaders.
  
  (25%)
• Provide policy optimization, auditing, and website management. Monitor ongoing updates to federal, state, and local leave laws; benchmark university guidelines against peer institutions and propose progressive, equitable policy enhancements. Maintain and update all Leave of Absence resources, forms, and policy language on the HR website. Escalate highly complex or high-risk cases to the supervisor, to the Benefits Director and/or to the Office of General Counsel as appropriate.
  
  Have a comprehensive understanding of all time-off policies and procedures applicable to faculty, staff, and postdocs. (8%)

• Participate in HR department staff meetings, cross-functional projects, and university-wide committees as required. (1%)
• Support the HR event planning committee during large-scale engagement initiatives (e.g., Benefits Fair, Employee Appreciation events). (1%)
  Perform other duties as assigned. (

Department:
Frequent contact with HR staff (employee relations, benefits administration, records, and HR service center) to audit and adjust employee statuses in the HCM database to eliminate payroll errors, ensure benefit continuity, and to synchronize employee records.

University:
Continuous contact with university employees (faculty, staff, postdocs) to provide direct leave consultation intake assistance, policy interpretation, empathic guidance, and timeline coordination. Frequent contact with HR administrators and supervisors to provide leaves training, interpret FMLA/university…