The Leave Program Manager (“LPM”) reports to the Operations Director and manages leave requests under the Federal Family and Medical Leave Act (FMLA) and Maryland Family and Medical Leave (MFML) programs for eligible employees in Central Services, Archdiocesan parishes and schools, and other Archdiocesan entities, ensuring compliance with all leave mandates. The LPM remains current with all modifications to these leave programs and communicates changes to appropriate individuals in a timely manner.
This position has a hybrid work arrangement that involves a minimum of three days per week in the office and one or two designated remote days. Travel to Archdiocesan parishes and schools may be required.
Supervises: Leave Program Coordinator
Essential Functions:
Federal Family and Medical Leave (“FMLA”)
- Receive notification from employees and/or their managers regarding requests for FMLA leave. Ensure that employees receive the required Form WH-381 (Notice of Eligibility and Rights and Responsibilities) and Form WH-380-E or WH-380-F (Certification of Health Care Provider), as applicable.
- Monitor and ensure the return of completed forms; initiate follow-up with the employee if a form is not received. Evaluate completed forms and determine whether the leave request meets FMLA criteria.
- Ensure that employees receive either the Designation Notice or written notification if the leave is not approved as FMLA.
- Ensure that managers are notified of approval and the anticipated length of absence, whether consecutive, intermittent, or reduced-schedule leave.
- Ensure that leave is correctly entered into UKG (for Central Services); advise payroll representatives at parishes, schools, and related entities on proper entry procedures and respond to their questions in a timely manner.
- Maintain reasonable communication with employees and managers during leave to facilitate a smooth and timely return to work. Ensure recertification as required and in compliance with FMLA. If necessary, contact the medical provider for authentication or clarification of information.
- Coordinate workers’ compensation claims with the Risk Management department and third-party administrator. Initiate FMLA paperwork if the employee is eligible.
- Advise managers, employees, and payroll representatives on the interaction of leave laws with paid time off, workers’ compensation, disability benefits, the Americans with Disabilities Act (ADA), and timekeeping in UKG.
- Manage and process short-term and long-term disability (STD/LTD) claims with the disability vendor (future state).
- Oversee the return-to-work process for employees returning from extended FMLA leave.
- Ensure that conversations and documentation related to reasonable accommodations under the ADA are recorded and appropriately shared.
- Advise employees who exceed the FMLA maximum allotment regarding when a position can no longer be held open.
- Ensure that FMLA documents are maintained in the UKG Document Manager.
Maryland Family and Medical Leave (“MFML”)
- Receive notifications from the State of Maryland FAMLI Division when an employee files a leave request. Communicate with the Archdiocesan HR team or appropriate representatives to confirm employee status and hours worked (excluding PTO hours). Respond to the State within the required five (5) day timeframe.
- Receive notification of approval or denial from the State and ensure managers are informed of the decision and, if approved, the anticipated length of absence.
- Ensure that leave is correctly entered into UKG and provide guidance to payroll representatives as needed.
- Determine whether topping off MFML benefits is permitted under other leave programs; work with employees to confirm leave hours and pay. Obtain written authorization from employees and notify appropriate individuals for payroll processing.
- Oversee the return-to-work process for employees returning from extended MFML leave.
- Administer the interaction of other company time-off programs in accordance with policy and applicable laws.
- Recommend revisions to leave policies to ensure compliance with federal, state, and local regulations.
- Ensure employees receive MFML notifications within required timeframes.
- Ensure that MFML documents are maintained in the UKG Document Manager.
- Communicate program changes, including contribution rates, to relevant parties as updates occur.
General
- Maintain comprehensive knowledge of federal and Maryland leave laws and regulatory changes.
- Maintain detailed records of leave usage by type and provide regular updates to management and relevant stakeholders.
- Preserve the confidentiality of employee medical documentation and records.
- Collaborate with HR colleagues in Benefits, HRIS, and Employee Relations.
- Develop and conduct leave-related training for employees as appropriate.
- Perform other related duties as assigned.
Position Qualifications:
- Bachelor’s degree in Human Resources or a related field required.
- Extensive knowledge of FMLA requirements and legal protections; working knowledge of related laws, including the Maryland Healthy Working Families Act, the Maryland Time to Care Act, and the Americans with Disabilities Act (ADA).
- Minimum of three (3) years of human resources experience preferred, including at least two (2) years managing complex leave programs.
- Familiarity with Catholic Identity teachings as they relate to medical leave is preferred.
- Excellent written and verbal communication skills.
- Demonstrated ability to develop and deliver training to diverse audiences at all levels.
- Strong analytical, critical thinking, organizational, and detail-oriented skills.
- Proficiency in Microsoft Office Suite or similar software.
- SHRM-CP or SHRM-SCP certification preferred.
- Completion of specialized certification or training in FMLA/leave administration is a plus.
Pay Range: $65,000 – 75,000, Annualized
Benefits:
We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information:
https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/
