Leave of Absence Specialist

Payroll Title: Leave of Absence Specialist 3

Job Code: 008676

Job Open Date: 9/30/24

Application Review Begins: 10/15/24; open until filled

Department Code (Name): APER (Office of Academic Personnel)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $70,000 to $73,250/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $69,500 to $123,500/year.

Work Location: Cheadle Hall 1311

Working Days and Hours: M-F; 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The Office of Academic Personnel is a service organization whose mission is to facilitate the recruitment, appointment, advancement, and development of outstanding and diverse faculty and academic appointees. The Office of Academic Personnel interacts with the Office of the President, the Chancellor, Executive Vice Chancellor, Associate Vice Chancellor, Colleges, Departments, and academic employees to develop, analyze, interpret and implement academic personnel policies and procedures.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

In conjunction with the Senior Academic Leave Administration Specialist, the Leave of Absence Specialist administers the leave processes for academic employees. Applies knowledge of legal leave entitlements (LOA) and provides consultation and assistance on the LOA process for simple to moderate academic employee leaves. Together with the Senior Academic Leave Administration Specialist, participates in the ongoing development of centralized leave services within Academic Personnel. Creates and maintains web-based educational material related to leave policies and processes.

Required Qualifications

• Bachelor's Degree in related area or equivalent experience and/or training.
• 3+ years of administrative work experience.
• Strong oral and written communication skills. Ability to communicate effectively and with confidence.
• Strong analytical and problem-solving skills.
• Skill and sensitivity in dealing with others. Ability to handle difficult and complicated issues with professionalism and sound judgement.
• Ability to maintain confidentiality and safeguard information.
• Strong organizational and time management skills.
• Ability to build relationships, collaborate and problem solve across all levels of the organization.
• Ability to provide high-level of service and adapt to shifting priorities.
• Thorough knowledge of basic software (e.g. Microsoft Office, Google Suite, etc.), and an ability to learn new software and systems quickly.

Preferred Qualifications

• Experience with UCSB's Academic Personnel systems, such as UCPath, AP Folio, and OATS.
• Working knowledge of state and federal laws that impact UCSB employees, especially those pertaining to protected leaves (e.g. FMLA, CFRA, PFL, PDL, Workers Comp, Military Leave, ERISA, HIPAA).
• Working knowledge of rules and regulations affecting employee benefit programs.
• 1-3 years of customer service experience.
• 1+ years of experience in higher education and/or a public-sector employment setting.
• 1+ years of experience in leave of absence administration.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time

Counseling / Case Management (50%): Manages full range of cases following state and federal guidelines, University policy, and collective bargaining agreements. Utilizing a comprehensive understanding of UC leave policies under APM, Red Binder and Collective Bargaining Agreements, as well as federal and state laws such as Family Medical Leave Act (FMLA), California Family Rights Act (CFRA), and Pregnancy Disability Leave Law (PDLL), provides guidance and advice to employees and supervisors/managers. Uses professional benefits and leave concepts and a broad knowledge of University policies and procedures to independently manage a wide range of leave of absence cases. Evaluates leave requests and medical certifications. Determines employee eligibility, and calculates leave entitlement. Enters and updates leaves of absence timely in the payroll system to ensure that employees are paid correctly. Monitors leaves of absence ensuring receipt of relevant documentation, issues timely and accurate responses, and escalates requests extending beyond entitlement. Regularly works on moderately complex leave cases where analysis of situations or data requires an evaluation of variable factors. Counsels employees on the options to continue health and welfare benefits and premium costs while on a leave of absence. Acts as a liaison between employees and the UCPath Center to resolve pay, accrual, benefits coverage, and premium issues.

Leave Program Administration (40%): Responsible for the initial administration of all leave of absence requests, including creating and updating cases in the service management system; entering all necessary information into the Leaves 'Buck Slip'; creating files, determining initial eligibility; and sending notices of eligibility. Routinely collaborates with UCPath Service Center to ensure that service level agreements are followed and address gaps as they arise. Participates in the ongoing development of centralized leave administration operating procedures. Analyzes a variety of factors in making process recommendations to ensure efficiency and compliance with applicable laws, UC policies, and union contracts. Utilizing a case management system provides a variety of leave of absence data upon request. Gathers and analyzes data in determining content for training. Ensures information presented is up to date and makes changes as needed.

Compliance (5%): In collaboration with the Senior Academic Leave Administration Specialist, works toward compliance with all leave of absence rules and requirements and reporting. Documents trends in casework. Provides data and/or metrics as requested.

Miscellaneous (5%): May work on special projects in support of the Leave Administration team or Academic Personnel.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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