HR Leave of Absence Specialist

1-2 Days a week in San Carlos office

Position Summary

The HR Leave of Absence (LOA) Analyst is responsible for managing and administering employee leave programs, ensuring compliance with federal, state, and local regulations, as well as company policies. This role serves as the primary point of contact for employees and managers regarding leave policies and processes, while partnering with HR, payroll, and benefits teams to provide a seamless employee experience.

Key Responsibilities

• Leave Administration

• • Oversee  leave of absence management vendor for proper leave administration and compliance of federal, state, and local laws.

  • Monitor leave requests, ensuring accuracy and timeliness in accordance with applicable laws and internal policies including but not limited to FMLA, ADA, parental, military, and other statutory or company-sponsored leave programs.

  • Maintain accurate records and documentation related to all leave cases.

• Employee & Manager Support

• • Act as a resource to employees on eligibility, entitlements, and responsibilities under leave policies.

  • Communicate effectively and compassionately with employees navigating leave situations.

• Compliance & Policy

• • Ensure compliance with FMLA, ADA, state-specific leave laws, and internal policies.

  • Monitor changes in legislation and recommend policy updates to maintain compliance.

  • Collaborate with leave administrator, legal and compliance teams as needed on complex cases.

• Coordination with HR & Payroll

• • Partner with the Payroll, and benefits teams to ensure proper pay continuation, benefits administration, and time-off accruals during leave periods.

  • Audit payroll and benefits records for accuracy related to leave status.

• Workers Comp Administration

• • Assist with intake, tracking, and monitoring of workers’ compensation claims.

• Medical Records Administration

• • Create process to  solicit medical/vaccination records from essential employees

  • • Recordkeeping must be secure and reportable

    • Assist in enforcement of required medical items  

Qualifications

• Education & Experience

• • Associates degree in Human Resources, Business Administration, or related field preferred.

  • 2–4 years of HR or leave administration experience, preferably in a mid- to large-size organization.

• Knowledge & Skills

• • Strong understanding of FMLA, ADA, state leave laws, and other relevant regulations.

  • Experience with HRIS and leave management systems.

  • Excellent organizational skills with strong attention to detail and accuracy.

  • Ability to manage multiple priorities while maintaining confidentiality and professionalism.

  • Strong interpersonal and communication skills, with the ability to explain complex policies in a clear, supportive manner.

Competencies

• Customer Focus – Prioritizes employee experience and delivers compassionate support.

• Problem Solving – Analyzes issues and recommends effective solutions.

• Collaboration – Works cross-functionally with HR, payroll, benefits, and compliance teams.

• Adaptability – Remains flexible in a fast-paced, evolving work environment.

• Ethics & Integrity – Handles sensitive employee information with discretion and compliance.

• Regulatory & Legal Compliance – Demonstrates in-depth knowledge of key employment laws including FMLA, ADA, and other federal/state leave laws; ensures organizational policies and practices adhere to legal standards.

Preferred Qualifications

• Experience with Workday or similar HRIS/leave tracking platforms.

• Prior experience in healthcare, biotech, or highly regulated industries.