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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, includingAcademic 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 andkey 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 contactwithandprovidesupport andexpertiseto employees, supervisors,departmental leadership, and others within the division. Additionally, the incumbent must work collaborativelywithcampus stakeholders andpartners, and otherDivisional Disability Representatives (DDRs)to further leave initiatives, policies, and programs on behalf of SMPH.

The Leave Specialist must have theexpertiseand 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 criticallyregardingleaves 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 whilemaintaininga high degree of flexibilityin order tomanage challenging leave situations whilemaintaininga high levelof confidentiality. The incumbent must be able to cultivate andmaintaineffective 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 todemonstrateexceptional 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 toidentifyopportunities to improve processes, systems, and service delivery, contributing to operational efficiency andan enhancedemployee experience.

This position is ideal for a highly organized professional who thrives in a dynamic, fast-paced environment. Ideal candidatesfind satisfaction in managingshifting 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 thecampus benefitswebpage 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.
At least 1 year demonstrated experience interpreting, communicating, and disseminating complex information to diverse audiences in a clear, accurate, and understandable manner, including providing consultation and guidance on policies, procedures, or programs; preferably within leave administration, benefits administration, or case management.

Preferred Qualifications:

At least 1 year of experience working directly with FMLA/WFMLA or other leaves of absence programs is strongly preferred.
Experience managing a multi-person process or workflow.
Experience managing a high-volume caseload, determining case priorities, and maintaining accuracy and service quality under tight deadlines.

Education:

H.S. Diploma preferred

How to Apply:

For the best experience completing your application, werecommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file OR as multiple files in the same upload area.

Cover letter (required)
Resume (required)

Your cover letter should address how your training and experiencealignwith the Required and Preferred Qualifications listed above.

Please specifically include the size and scope of your responsibilities, the types of decisions you made independently, and the methods you used to prioritize and manage competing demands.

Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility . If you are selected for this position you must provide proof of work authorization and eligibility to work. 

The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

Contact Information:

Aisha Liebenow,[email protected]

Relay Access (WTRS): 7-1-1. SeeRELAY_SERVICEfor further information. 

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

University of Wisconsin-Madison

Leave Specialist

About the Job

Requirements

Responsibilities

Desired Qualifications