Job Title: HR Admin/Leave of Absence Specialist
Job Description
The Leave of Absence Specialist oversees complex leave of absence cases, provides escalation support beyond the third-party administrator, and ensures full compliance with federal and state leave regulations. This role manages leave data through HRIS and Excel, partners closely with Human Resources and other departments, and delivers clear, empathetic guidance to employees, managers, and external agencies throughout the leave process.
Responsibilities
Provide leave of absence claim management oversight in partnership with the third-party leave administrator, focusing on escalated and complex cases.
Investigate and resolve escalated leave issues such as delayed approvals, incorrect terminations, or discrepancies in leave status.
Track, manage, and analyze leave of absence data using the internal HRIS system and Excel, including spreadsheets and pivot tables.
Respond to inquiries and requests from state agencies and insurance companies regarding company plans, state paid disability programs, and leave programs.
Deliver excellent customer service by responding promptly to leave-related questions via phone, email, and mail, offering clear guidance on leave options and processes.
Support day-to-day outsourced leave of absence administration while building and maintaining strong relationships with Human Resources, workers' compensation, corporate counsel, and other departments.
Engage with managers and Human Resources in the interactive process to assess and document reasonable accommodations in accordance with applicable laws and policies.
Manage the leave of absence inbox by triaging, prioritizing, and responding to inquiries and escalated issues in a timely and professional manner.
Audit leave spreadsheets regularly to ensure accuracy, compliance, and proper documentation of leave status, dates, and approvals.
Monitor leaves approaching their end dates and follow up with employees and managers to confirm return-to-work dates and next steps.
Attend ongoing continuing education and training on leave of absence topics to maintain up-to-date knowledge of federal and state regulations.
Ensure 100% compliance with federal and state leave laws and internal policies across all jurisdictions in which the organization operates.
Collaborate with team members on special projects related to leave management, process improvements, and reporting.
Contribute to a collaborative team culture by sharing knowledge, supporting colleagues, and demonstrating a proactive, solutions-oriented approach.
Essential Skills
1-2 years of Human Resources experience.
1-2 years of experience working with leave management, including FMLA and workers' compensation, with at least a general understanding of the leave process.
Experience working with a third-party company that processes leaves, such as external leave or disability administrators.
Knowledge of working within an HRIS system to track and manage employee data.
Proficiency with Microsoft Excel, including spreadsheets and pivot tables, for tracking and analyzing leave data.
General Human Resources knowledge, including leave of absence and benefits administration concepts.
Basic computer skills and comfort working in a Windows environment.
Ability to provide strong customer service through clear, timely communication via phone, email, and mail.
Attention to detail and accuracy when auditing leave records and documentation.
Ability to work both independently and collaboratively within a small team.
Additional Skills & Qualifications
Experience with employee relations or benefits administration is a plus.
Exposure to workers' compensation processes and coordination is beneficial.
Familiarity with third-party leave administrators such as Travelers, Sparrow, or similar providers is advantageous.
Strong interpersonal skills with the ability to build relationships with HR, managers, and cross-functional partners.
Proactive, go-getter mindset with a willingness to learn and take on new responsibilities.
Comfort working with large volumes of data and high leave volumes in a large, complex organization.
Ability to manage multiple priorities while maintaining professionalism and confidentiality.
Work Environment
This role is based 100% on-site at a corporate headquarters office in Irvine, in a modern office space opened in 2022. The environment is predominantly corporate, with close proximity to Finance, Legal, executives, and HR, providing regular exposure to C-level leaders and corporate functions. The leave team currently consists of two people, including the manager, and operates in a highly collaborative setting where team members share access to a central leave spreadsheet covering a large number of active leaves. Training occurs on-site from 8:00 a.m. to 5:00 p.m. for the first 1-2 months. After training, there is some flexibility in start time, with an 8-hour workday that can begin between 7:00 a.m. and 8:30 a.m., and the option to take either a 30-minute or 1-hour lunch. The manager supports consistent but flexible schedules (for example, different start times on certain days for personal needs) as long as they remain predictable. The culture values strong work ethic, teamwork, and a willingness to learn, and team members are expected to focus on their responsibilities while contributing positively to the team's collaborative dynamic.hr
Job Type & Location
This is a Contract to Hire position based out of Irvine, CA.
Pay and Benefits
The pay range for this position is $24.00 - $24.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Irvine,CA.
Application Deadline
This position is anticipated to close on Aug 21, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
