Leave Administration Associate

Job Description

Job Title:  Leave Administration Associate

Division:  Human Resources

Work Arrangement:  Hybrid

Location:  Houston, TX

Salary Range:  $63,052 - $70,000

FLSA Status:  Exempt

Work Schedule:  Monday – Friday, 8 a.m. – 5 p.m.

Summary

The Leave Administration Associate is responsible for managing and supporting all aspects of time off work and employee leaves of absence, including FMLA, non-FMLA, military/USERRA, ADA accommodations, and other company-sponsored programs. This role ensures compliance with federal, state, and institutional policies while providing exceptional service to employees and managers. This position manages multiple employees/departments simultaneously while prioritizing the most urgent needs and collaborates with internal stakeholders to discuss complex time off work matters.

Job Duties

Leave Management

• Administers all types of employee leaves, including FMLA, non‑FMLA, Military/USERRA, ADA, paid parental leave, and other statutory or company-specific programs.
• Reviews and approves or deny leave requests and extensions based on eligibility, policy, and medical certification.
• Calculates leave duration, track usage, and monitor for potential misuse or overuse.
• Investigates suspected leave abuse and escalate issues appropriately.
• Maintains accurate and complete electronic leave files in compliance with HIPAA and privacy standards.

Compliance & Documentation

• Ensures adherence to federal/state leave laws (FMLA, ADA, PWFA, USERRA, etc.) and internal policies.
• Issues required notices, forms, and communications within regulatory timelines.
• Tracks certification deadlines, recertification needs, and return‑to‑work documentation.
• Stays current with evolving leave‑related legislation and industry best practices.

Systems & Recordkeeping

• Enters, updates, and maintains employee data in HRIS and timekeeping systems (e.g., SuccessFactors).
• Manages leave-related time entry and supports timekeeping for non‑leave requests.
• Maintains leaves calendars, dashboards, and workflow tracking tools.
• Coordinates with Payroll to ensure accurate pay, including partial pay, intermittent leave, and pay adjustments.

Employee & Manager Support

• Provides guidance to employees and managers on leave eligibility, policies, procedures, and legal rights.
• Handles sensitive or complex leave situations with professionalism, empathy, and de-escalation skills.
• Communicates leave status updates and return‑to‑work dates to managers, Payroll, Benefits, and Employee Relations.
• Facilitates return‑to‑work processes, including ADA accommodation requests in partnership with relevant stakeholders.

Cross Functional Collaboration

• Partners with Employee Relations on disciplinary or administrative leave cases.
• Collaborates with Benefits and Workers' Compensation teams to ensure coordinated leave experiences.
• Supports attendance management by monitoring attendance records and verifying timesheet accuracy.
• Ensures labor regulation compliance related to hours worked, overtime, and breaks.

Training & Development

• Participates in training sessions, webinars, and HR forums for ongoing development.
• Serves as a presenter or co‑facilitator for internal training on leave policies and procedures.

Additional Duties

• Performs other job‑related duties as assigned.

Minimum Qualifications

• Bachelor's degree.
• Two years of relevant experience.

Preferred Qualifications

• Two to three years in Human Resources or related field, with at least one year focused on leave administration.
• Proficiency in Microsoft Office; experience with HRIS (e.g., SuccessFactors) and timekeeping systems (e.g., Kronos, ADP, SAP).
• Strong understanding of FMLA, ADA, PWFA, and other federal/state leave laws.
• Highly organized, detail-oriented, strong analytical, crtical thinking and problem-solving skills, excellent communication and interpersonal abilities.

Work Authorization Requirement:

This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment. 

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

Requisition ID:  25032

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