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Leave and Benefits Administrator

Gladstone Institutes
San Francisco, CA
Start date
Nov 19, 2023

View more

Administration, Human Resources/Recruiting, General
Required Education
Bachelors Degree
Position Type
Full time
Biotech Bay

Job Details

Lab/Area:People Services


The Leave and Benefits Administrator plays a critical role in ensuring compliance with various leave and disability regulations while providing support to employees during their leave of absence. This role involves meticulous leave tracking, handling California Family Rights Act (CFRA), Family and Medical Leave Act (FMLA), CA Sick Leave, Short Term Disability, Long Term Disability, California Paid Family Leave (PFL), California State Disability Insurance (SDI), workers' compensation, OSHA compliance, and incident reporting and investigation. This position will also support Gladstone's various benefit programs. This is a hybrid position, on-site 3 days a week and remote 2 days a week).

Key Responsibilities:

Leave Tracking:

  • Maintain accurate and up-to-date records of all employee leaves, ensuring compliance with company policies and relevant city, state and federal legal requirements.

  • Monitor and track leave balances, eligibility, and usage to ensure employees receive appropriate benefits and accommodations.

CFRA and FMLA Administration:

  • Interpret and apply CFRA and FMLA regulations to employee leave requests, including eligibility determinations and coordination with other leave types.

Disability Management:

  • Administer disability programs, including short-term and long-term disability, ensuring proper documentation, required notices, records compliance and coordination with applicable city, state and federal laws and policies.

California Paid Family Leave (PFL), California State Disability Insurance (SDI) and other state paid leave programs where remote employees may work from:

  • Manage the PFL program in compliance with California state regulations, providing guidance and support to employees applying for PFL benefits.

  • Facilitate integration between California State Disability and other leave programs, ensuring seamless transition and accurate benefit calculations.

  • Stay up to date with city and state leave regulations where remote employees are located to ensure leave compliance program, provide required notices to employees and manage remote leaves per city and state guidance.

Employee Support and Communication:

  • Serve as the primary point of contact for employees requesting leaves, guiding them through the process, and providing necessary documentation.

  • Provide exceptional support to employees by promptly addressing inquiries and issues related to leave and benefits.

  • Conduct employee orientations and workshops to educate staff on leave and benefits programs.

  • Keep employees informed about changes, updates, and deadlines related to leave and benefits programs.

Workers' Compensation:

  • Oversee the workers' compensation process, including incident reporting, claim filing, and coordination with insurance providers and healthcare professionals.

  • Ensure compliance with state and federal workers' compensation laws and regulations.

  • Maintains OSHA log.

Incident Reporting and Investigation:

  • Lead the incident reporting process, ensuring all workplace incidents are promptly documented, investigated, and reported in accordance with company policies and legal requirements.

  • Collaborate with relevant departments to implement corrective actions and preventive measures.

Benefits Administration

  • Serve as a point of contact for employees' benefit-related inquiries and provide support in navigating benefit options.

  • Provide support to Gladstone's other benefit programs such as benefit reimbursement (fitness, tuition) and researching claim issues.

Ergonomics program

  • Process ergonomic evaluation request forms working as the liaison with UCSF’s Ergonomist, Gladstone’s Facilities Department and Gladstone’s ergonomic equipment vendors.

  • Schedule and attend employee ergonomic evaluations with UCSF’s Ergonomist.

  • Request equipment quotes from Gladstone’s ergonomic equipment vendors. Create and route Purchase Order forms for ergonomic equipment through the approval process working with supervisors, the Sponsored Programs and Research Compliance Department, the Purchasing Department and the Facilities Department. Coordinate delivery and installation of ergonomic equipment with Gladstone’s Facilities Department.

  • Works, in collaboration with Gladstone’s Facilities Department, to develop ergonomic policies and procedures. Prepares and coordinates employee ergonomic educational printed and online intranet materials.

Professional Development/Training:

  • Plans and coordinates employee professional development programs with LinkedIn Learning. Acts as the liaison to LinkedIn Learning.

  • Assigns harassment prevention training and other relevant training to new hires.

Other duties

  • Submit check requests, manage award programs, etc

  • Processes and submits benefit program invoices for payment through HRIS/finance system.

  • Reviews and processes check requests for invoices, payments for fitness and tuition reimbursements payments and transit subsidy for graduate students.

  • Perform a variety of routine clerical activities onsite, which may include: assisting with special projects; performing deliveries; monitoring and maintaining office inventory; preparing mailings; filing; scanning documents; copying; and/or, performing other related activities. Performs other duties as assigned.

  • Assist with health and welfare, retirement, professional development and general benefits event coordination, as needed, for onsite and hybrid events.


  • Bachelor's degree in Human Resources, Business Administration, or related field (or equivalent experience).

  • In-depth knowledge of CFRA, FMLA, short term and long term disability, California Paid Family LeaveL, California State Disability Insurance, paid leave programs nationwide and related leave laws and regulations.

  • Strong understanding of workers' compensation procedures and OSHA compliance.

  • Excellent organizational and record-keeping skills.

  • Ability to communicate effectively with employees, managers, and external partners.

  • Detail-oriented with a high level of accuracy in data management.

Preferred Experience:

  • Certification in HR or related fields (e.g., PHR, SHRM-CP).

  • Previous experience in a similar role, particularly in a California-based company.

  • HRIS experience, specifically Workday

Hiring Range:


Gladstone Perks & Benefits

  • People–work with talented, committed, and supportive teammates within an organization that values each member of its community.

  • A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and diverse environment.

  • Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.

  • Compensation–competitive salary. Title and salary will be commensurate with education and experience.

  • Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.

​Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.


Gladstone is an independent, nonprofit life science research organization located in the epicenter of biomedical and technological innovation in the San Francisco Bay Area. Gladstone has created a research model that disrupts how science is done, funds big ideas, and attracts the brightest minds. Gladstone Institutes leads the way for innovative research in the biomedical field. We always seek dedicated and talented individuals to join our team.

Scientists know that using a diversity of approaches is often the most efficient strategy for solving a problem. New and different perspectives engender the very innovation that Gladstone prizes. This is one of the many reasons why we value diversity at Gladstone—be that a diversity of race, culture, religion, mental or physical ability, heritage, age, gender, sexual orientation or other characteristics. Our employees hail from more than 30 countries around the globe and we seek to hire the best and brightest for our diverse team of scientists and administrators. Career opportunities are available in both our administrative offices and our research areas.

Our Benefits
Gladstone offers eligible employees—and their dependents—a comprehensive range of benefits, including health insurance, retirement savings, and professional development.


  • Health and Retirement
    • A choice of medical plans, flexible spending account, and retirement account options that include employer contributions help you take care of your health and your future.
  • Time Away from Work
    • More than just vacation days, our paid and unpaid leave policies offer flexibility to help you confront different stages of life including maternity and paternity leave, as well as other types of family leave.
  • Professional Development
    • Gladstone encourages employees to seek the skills they need to remain at the forefront of their profession. By supporting professional development workshops and continuing education, Gladstone provides employees with the resources they need to evolve in their role and in their career.
  • Gladstone Cares
    • A specially selected suite of benefits to support you in and out of the workplace. Includes resources for dealing with the many stages of life to specific coverage for family planning, and back-up child or elder care coverage.
Company info
1650 Owens Street
San Francisco
United States

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