| The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. |
UW Medicine's mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow's physicians, scientists and other health professionals. UW Medicine owns or operates Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center, a network of UW Medicine Neighborhood Clinics that provide primary care, UW Physicians, UW School of Medicine, Airlift Northwest, and other owned, operated or affiliated entities as appropriate. In addition, UW Medicine shares in the ownership and governance of Children's University Medical Group and Seattle Cancer Care Alliance a partnership among UW Medicine, Fred Hutchinson Cancer Research, and Seattle Children's.
UW Medicine Human Resources has an outstanding opportunity for a full time Leave Specialist based at UW Medical Center.
The Leave Specialist will Independently advise departments based on in-depth knowledge of federal, state, and University rules and regulations governing leave administration on a range of human resources policies and procedures and administer all functions of FMLA, Family Care Act (FCA) leave, military leave, disability leave, disability accommodation, alternative job search process, return-to-work program, medical separation, and shared leave for assigned departments at UW Medical Center and/or Harborview Medical Center and/or other UW locations where medical center staff are located.
Assess, determine eligibility, and approve/decline applications for FMLA, FCA, military and disability leave, and shared leave eligibility, for assigned client groups, adhering to University, State and federal requirements.
Communicate disposition of leave requests by phone, email and US mail.
Maintain and follow up on missing or incomplete paperwork required to determine leave disposition, including contacting health care providers for clarification of their orders as necessary.
Load leave information into database to track leave type, status, and disposition, employee eligibility, intermittent schedule (if applicable), and leave-related correspondence.
Authorize non-pay leave types and hours in Payroll timekeeping module.
Consult with HR Consultants (HRCs) of assigned departments regarding leave situations that potentially involve attendance and/or attendance issues and intermittent leaves that exceed the approved frequency and duration.
Coordinate with Payroll and timekeepers to facilitate the spotting of accrued leave hours to ensure benefits continuation as needed.
Create and analyze reports from database as requested.
Advise and counsel staff, managers, directors and administrators regarding types of leave, and leave-related regulatory compliance, UW policies, and contractual requirements.
Respond to inquiries from staff, management and staff family members regarding routine and complex leave issues/topics.
Act as an expert resource on leave administration; participate in presentations and training to assigned departments.
Review of leave applications and approval/declination must occur in a timely manner in order to help ensure the correct payment (no overpayment/underpayment) to employees on leave and to reduce the need for Payroll to make retroactive adjustments.
Disability Accommodation/Return to Work Program
Review requests for disability accommodation, including light duty assignments; communicate with assigned departments to outline accommodations needed and ascertain their ability to provide them. Confer with Leave Manager on complex requests or for second level review in cases in which the department indicates they are unable to provide the accommodation.
[Future role: Review available opportunities in the light duty job bank for potential assignments for employees whose departments are unable to provide the requested accommodation.] Seek light duty assignments by using listserves where available. Consult with employee's HRC regarding possible light duty assignments; jointly determine assignments. Create light duty job assignment letters for L&I cases; follow up for signature and coordinate assignment with Risk Management and hosting department as applicable.
Partner with Risk Management on Worker's Compensation cases: follow up with managers to obtain information needed by Risk Management as needed, including whether employee's restrictions can be accommodated; advise Risk Management of new cases if the information comes to HR first.
When accommodation cannot be provided, approve FMLA or disability leave for the employee, as applicable, following the Leave Administration process.
Alternative Job Search Process/Disability Separation
Monitor medical leaves approaching specified time frames to ensure appropriate notification is sent to employees regarding the alternative job search/medical separation process. Confer with appropriate HR Consultant and Disability Services as the 6 and 9 months of leave marks approach to confirm notification should be sent and for any special information to be included in the letter.
Track deadlines specified in letters; send reminders to employees if requested information is not received on time. Advise HRCs of employees not cooperating with our requests; jointly determine next steps. Provide further communication to employees as requested by HRC.
Review employees' final medical documentation, discuss with HRC and Leave Manager to determine next steps. As appropriate, draft medical separation recommendation letter and appendix for HRC's review and approval. Obtain approval by Disability Services, the AG's office and other offices as needed. Advise the employee's manager of the steps in the medical separation process. Draft the predetermination meeting notice, as applicable, on HRC's behalf.
As needed on a back-up basis, calculate and process shared leave donations for eligible leaves. Process returned shared leaves. Resolve discrepancies between Payroll and the employee's department
Bachelor's degree in Human Resources or related field.
At least 2 years of increasingly responsible experience in a human resources setting or equivalent combination of education and experience.
Knowledge of federal and State rules and regulations governing leave administration such as FMLA, Americans with Disabilities Act.
Excellent written and oral communication skills.
Excellent organizational skills.
Ability to analyze, interpret and apply complex policies and practices, including labor contract leave provisions and State and University programs/policies, in problem solving and in consultation with clients and other staff regarding leave administration.
Independent judgment in providing information and assistance to clients and assigned departments in urgent situations.
Ability to use tact and discretion in dealing with sensitive issues.
Ability to use and train others to use time and leave systems.
Ability to work effectively as part of a team, establishing effective working relationships with a diverse population.
Knowledge of Microsoft Office (Word, Excel) and Outlook.
Ability to regularly participate in meetings held at various UW and Medical Centers sites within the greater Seattle area.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Knowledge of University rules and regulations governing leave administration.
Knowledge of the Washington State Family Care Act.
Knowledge of HEPPS, Opus, TBA and Kronos.
Experience working in human resources in a higher education institution.
Experience working in human resources in a unionized environment.