Leave Specialist

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Job Category

Academic Staff

Employment Type

Regular

Job Profile

Leave Specialist

Job Summary

Within the Dean’s Office, Department of Administration – Human Resources, the Medical Leave Program serves as the central hub for information on the medical and parental leave processes for the School of Medicine and Public Health (SMPH), the largest division at UW-Madison. The program provides essential medical and parental leave information, consultation, education, training, and outreach services to over 7,600 employees, including   Academic Staff, University Staff, Faculty, Limited Appointees, Post Degree Trainees, Student Assistants, and Student Hourlies .

Under the general supervision of the Medical Leave Program Manager, the Leave Specialist serves as a subject matter expert and   key resource for the division on medical and parental leaves, leave programs, leave laws, UW and SMPH leave policies and procedures, and leave related matters.   The incumbent will have extensive contact   with   and   provid e   support and   expertise   to employees, supervisors ,   departmental leadership, and others within the division. Additionally, the incumbent must work collaboratively   with   campus stakeholders and   partners , and other   Divisional Disability Representatives (DDRs)   to further leave initiatives, policies, and programs on behalf of SMPH.

The Leave Specialist must have the   expertise   and skills to partner with employees, supervisors, department leadership, and stakeholders throughout the leave lifecycle for employees. The incumbent will be the primary administrator for all medical and parental leaves of absence, overseeing the end-to-end coordination of leave cases, ensuring compliance with federal and state laws, and UW policies and procedures. The ability to think critically   regarding   leaves for employees within the framework of complex federal and state laws, university policies and procedures, and operational needs is essential. The incumbent must have knowledge of, and experience with, independently managing a high-volume workload within a fast-paced environment, including the ability to be flexible, highly organized, multi-task and prioritize, and have great attention to detail and accuracy. They must be able to communicate,   disseminate , and share complex information clearly and effectively, both orally and in writing, using a variety of methods appropriate for diverse audiences. The incumbent must have exceptional oral and written communication skills and be adept at communicating effectively with employees experiencing diverse leave-related situations and with leaders and stakeholders across all levels of the organization.

The Leave Specialist is expected to exercise considerable judgment, discretion, and initiative while   maintaining   a high degree of flexibility   in order to   manage challenging leave situations while   maintaining   a high level   of confidentiality. The incumbent must be able to cultivate and   maintain   effective professional relationships with employees, supervisors, stakeholders, and others across the organization. The incumbent is responsible for independently managing an annual caseload of 800+ leaves, including the day-to-day transactional and administrative aspects of leave of absence administration for SMPH employees including responding to leave inquiries and requests, consultation with employees and supervisors, eligibility checks, facilitation of administrative processes, and implementation and application of leave policies and programs.

The incumbent is expected to   demonstrate   exceptional customer service by coordinating the sharing of information when leave cases cross over into other areas such as benefits, accommodations, employee relations, etc. to ensure a smooth process for employees. The Leave Specialist will work closely and collaboratively with the Leave Program Manager to   identify   opportunities to improve processes, systems, and service delivery, contributing to operational efficiency and   an enhanced   employee experience.

This position is ideal for a highly organized professional who thrives in a dynamic, fast-paced environment. Ideal candidates   find satisfaction in managing   shifting priorities, while navigating evolving complex situations that require proactive critical thinking, sound judgment, and a compliance-centered approach balanced with professionalism, empathy, and confidence.   Successful candidates enjoy combining analytical problem-solving with strong administrative execution, ensuring accuracy while effectively managing large volumes of work, contributing to process improvements, and advancing leave program excellence across SMPH.

Additional Position Details

• This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Key Job Responsibilities

• ​​Collaborate with Employment Relations Director and Medical Leave Program Manager on outreach and communication efforts to inform and educate SMPH employees and HR/Payroll Staff on FMLA/WFMLA and the SMPH leave program.​
• Tracks leave of absences and completes lifecycle transactions in various mediums as required by established policies, regulations, and laws
• Documents, audits, and requests required documentation for eligibility or needed updates as required by established policies and procedures
• Receives and responds to individual requests and inquiries according to established policies, procedures, regulations, and laws
• Serves as a subject matter expert and main point of contact for staff regarding leave of absences and affiliated programs
• Contributes to the development of strategies for reasonable accommodations

Department

School of Medicine and Public Health, Department of Administration – Human Resources

​​SMPH Human Resources is dedicated to fostering a supportive workplace for our faculty, staff and students. Our multifaceted team comprises experts in Employee Relations, HIPAA Privacy, HR Services and Talent Management, each committed to enhancing the employee experience through proactive support and strategic initiatives. Together, we strive to empower our community, uphold the highest standards of professionalism, and drive the success of the School of Medicine and Public Health (SMPH).  ​

Compensation

The starting salary for the position is $65,000 annually; but is negotiable based on experience and qualifications.

​ Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the   campus benefits   webpage and the SMPH FAASLI Benefits Flyer 2026 .

Required Qualifications

• At least 2 years of experience with demonstrated career progression in an HR, leave or benefits administration, or case management type role is required; 3 or more years of experience is preferred.
• Experience successfully managing highly detailed and high-volume administrative work including coordination, documentation, and tracking.
• Experience identifying and implementing process improvements that enhance customer support, documentation accuracy, workflow efficiency, or compliance metrics; preferably within leave administration, benefits administration, or case management.
• Experience using digital productivity tools to support high-volume data management, reporting, analysis, or tracking.