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).
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:
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.
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.
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.
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.
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.
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.
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
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.