Employee Leave Specialist

Employee Leave Specialist

Department: Human Resources
Location: Grand Rapids, MI

The Employee Leave Specialist is a position that has a variety of customer service and data analytics functions. This person will support all employees through the various leave of absence requests available at GRCC, including FMLA, non-FMLA medical leaves, long-term disability, workers compensation and request for accommodation under the American with Disabilities Act (ADA). Supporting employees in the leave processes will also include coordinating with internal stakeholders in the process, including the HR Business Partners, Benefits Manager and Payroll Manager. In addition, this position will support compliance with the ACA and document retention. This position involves the use of judgment, attention to detail and specialized knowledge as well as collaboration. The Employee Leave Specialist will work with people at all levels of the organization, being able to share knowledge and expertise that is approachable is a must.

Position Number: 00001445
Requisition ID: 1008
Department: Human Resources
Employee Group: Professional, Management, & Administration
Schedule: 40 hours/52 weeks
Compensation: OP3; $51,425 Annually
Benefits: Full Time
Reports to: Benefits Manager
Posting Opens: 09/18/2025
Posting Closes: 10/02/2025

ESSENTIAL FUNCTIONS

Compliance Functions

• ACA tracking is completed on a bi-weekly basis but reviews the results with the Payroll Manager twice during the measurement period to review compliance.
• Maintain and update established tracking system for contingency and adjunct employees.
• Lead the administration of workers compensation to ensure compliance with local and state safety (MiOSHA/OSHA) laws and regulations.
  • This includes case management and communicating with employees, supervisors and providers.
• Prepare and lead the external workers compensation audit, annually.
• Provide oversight of personnel files for all functions of Benefits, by overseeing the Perceptive Content process and delegating tasks internally.
  • Ensure personnel files meet document retention compliance requirements.
  • Perform regular audits of document types and employee files.
• Constantly evaluate current practices to ensure compliance.
• Review timesheets for employees on leave to ensure accurate recording of leave time.
• Process long term disability and workers compensation claims.
• Maintain compliance with labor law posters in every campus building.
• Review and understand the applicable collective bargaining agreements and employee handbook.

Employee Leave Coordination

• Facilitates accommodation requests under the ADA.
• Advises managers and employees on the interaction of the various leave entitlements and the ADA.
• Manage and track all medical-related leaves in the HRIS and leave management system to ensure accurate documentation and reporting.
• Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work; relays communication between employees and their managers during leave within reason.
• Ensure that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take any type of leave of absence
• Inform employees of details of their rights and responsibilities regarding the Family Medical Leave Act. Guide employees and their supervisor through the required paperwork, documentation, payroll and return to work components of their leave.
• Assist with administration of day-to-day function of Leaves such as eligibility status, completion of disability forms, denied leave of absences and return to work.
• Review and respond to employee, supervisor and HR business partner inquiries regarding leave of absences policies, processes and statuses.
• Initiate employee action form and coordinate with appropriate internal staff on execution of status changes.
• Coordinate Workers' Compensation and Long-Term Disability benefits with FMLA to ensure concurrent leave administration and compliance with applicable regulations.
• Maintains the highest-level confidentiality and employee medical documentation and files
• Maintains knowledge of all applicable leave and accommodation laws including FMLA, USERRA, Pregnancy Discrimination Act, Americans with Disability Act (ADA), Michigan's Worker's Compensation Act, federal, state and local laws.
• Build and maintain strong relationships with key stakeholder groups, including General Counsel, internal HR staff, supervisors and employees.
• Manage FMLA related paperwork (including request for leave, doctor's certification, creating employee action forms and recordkeeping) and ensuring all forms are up to date and in compliance.
• Develop and maintain the FMLA Benefits website
• Stay current on federal, state, and local leave laws, Workers' Compensation regulations, and ADA requirements, and update internal processes accordingly.
• Determine FMLA eligibility and maintain log of hours used to comply with the FMLA regulations and guidelines.
• Coordinate the bank donation process based on employee groups contract/handbook language.
• Prepare a variety of statistical reports for FMLA data.
• Maintain and communicate FMLA spreadsheet data within Human Resources.
• Train supervisors and staff on the various leave processes.
• Coordinate and communicate with Human Resources colleagues on FMLA policies, procedures and employee leave status.
• Continuous evaluation of current practices to find better ways to complete the leave management function
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education Credentials

• Bachelor's degree in Human Resources or closely related field.

Work Experience

• Minimum of 2 years of experience working within human resources or a similarly complex compliance role.
• Experience in higher education, preferred.
• Knowledge of software programs, with strong emphasis on PeopleSoft, Word, Excel and Perceptive Content.

Skills

• Detail Oriented: Attention to detail is crucial to maintain accurate records, review document and ensure compliance with leave policies and collective bargaining agreements
• Communication: Effective written and verbal communication skills are necessary for interacting with employees, management and external agencies, especially when explain leave policies and compliance matters.
• Empathy and Compassion: Helping employees going through leave situations requires empathy and compassion. Being sensitive to their needs and concerns is essential.
• Problem Solving: Leave and compliance specialists often deal with complex cases that require creative problem solving to balance employee needs with company policies and legal requirements.
• Collaboration: Works closely with HR Business Partners and department supervisors to ensure everyone is well informed on expectations, policies and follow up with employees.
• Customer Service: Providing good customer service to employees and addressing their concerns is an important aspect of this position.

Physical Demands

• Ability to lift a maximum of 25 pounds.
• Ability to sit for prolonged periods of time.

Mental Demands

• Strong commitment to confidentiality, commitment to customer service and willingness to work as part of the Human Resources team.
• Past history of dependability, excellent attendance, and punctuality.
• Ability to organize work, perform multiple tasks, and meet deadlines.

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website .
• Ability to work in a fast-paced environment that calls for flexibility, adaptability and the ability to handle multiple interruptions and make quick decisions
• Office Environment

BENEFITS

• Health Coverage: Six health insurance plan options , including one with no health insurance premiums.
• Time off: Enjoy substantial vacation time .
• Wellness Program: Access resources for physical and mental wellbeing, and an onsite gym membership.
• Continuous Learning: Career development and educational opportunities .
• Retirement Plans: Secure your future with our retirement options including a state retirement plan .

NEXT STEPS / APPLICATION PROCESS

• Please complete an application: . Submit a cover letter and resume.
• The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting.
• Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

NONDISCRIMINATION STATEMENT

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.

To apply, visit