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Leave of Absence Specialist

United States - North Carolina - RaleighHuman ResourcesRegular

Job Description

Gilead Sciences, Inc. is a global research-based biopharmaceutical company founded in 1987 and headquartered in Foster City, California. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual   matters, and everyone has a chance to enhance their skills through ongoing development. Our scientific focus has resulted in marketed products that are benefiting hundreds of thousands of people, a pipeline of late-stage drug candidates, and unmatched patient access programs to ensure medications are available to those who could otherwise not afford them. By joining Gilead, you will further our mission to address unmet medical needs and improve life by advancing the care of patients with life-threatening diseases.


About the Team

The Leave of Absence is a function falls within HR Shared Services (HRSS) and provides coverage for the Americas (Canada, United States, and Latin America).  Our purpose is to uphold Gilead’s commitment to providing a supportive and enriching leave of absence experience for employees consistent with regulatory requirements and embedded within our company’s values, policies and practices. We resolve employee concerns when they arise. We do this by fostering a fair, safe, and inclusive culture; serving as a thought leader for change; and building organizational capability by empowering employees, managers and leaders. Our team leverages our experience, expertise, and organizational awareness to act as a credible, trusted advisor and thought partner to HR and business leaders across the organization. We strive to enhance our capabilities and improve our processes and look forward to adding new expertise and experience to our growing team.


About the Role

The Leave of Absence Specialist in HRSS will be primarily responsible for managing employees’ requests for leaves of absence. This role will manage individual cases and engage internal stakeholders (Management, Legal, Employee Relations, Human Resources, Payroll, Finance, etc.) and external stakeholders (the leave administrator and disability carriers) in accordance with local, provincial, state and federal law (e.g., the Family and Medical Leave Act (FMLA) and Americans with Disabilities Act in the United States), as well as company policies.


Job Requirements:


Manages leaves of absence, disabilities, and return to work request for United States, Canada and Latin American along with escalations from the carrier and/leave administrator.


Performs timely and comprehensive case management in ServiceNow.


Maintain information/documentation in case management system to track and ensure accurate and timely case management.


Participates in regular meetings with third party vendors to review and resolve claim issues.


Gathers and completes all required paperwork and files for third party vendor for escalated claims.


Interprets and explains company policies, procedures, laws, standards, and regulations and advises managers and employees on the interaction of leave laws with paid time off, workers compensation, and short-term and long-term disability benefits.


Facilitates escalated return-to-work issues for employees returning from extended FMLA, workers compensation, or other leave(s).


Facilitates other leave requests not managed by the third party vendor.


Provide guidance and educate employees, managers and HR on complex aspects of company polices and process.


Coordinates and conducts leave of absence training sessions and may present information to large groups of employees.


Participates in Gilead project initiatives related to leaves of absence.


Maintains complete and accurate records of internal LOA requests in accordance with specified legal requirements and documentation of best practices.


Preserves confidentiality of employee medical documentation and files.


Maintains current knowledge of all applicable leave and accommodation laws including federal/national, state/provincial and local laws in the US and Canada.


Audits Workday records to ensure consistent records between third party vendor.


Provides input into the LOA process and policies to support continuous improvement and garner efficiencies.


Performs other related duties as assigned.


Skills and Knowledge:


Subject matter expert in federal, provincial, state, and local leave laws and regulations regarding job-protected and/or paid leaves and reasonable accommodations.


Ability to effectively manage confidential and sensitive employee information and data.


Strong verbal and written communication skills.


Consistently exercises sound, independent judgment.


Excellent organizational skills, effective communication skills, and initiative are a must as well as the ability to perform in a fast-paced, deadline-intensive environment.


Ability to think critically, problem solve, and negotiate is required.


Ability to create and maintain professional relationships within all levels of the organization.


Ability to work effectively in a team environment and perform tasks independently with minimal supervision is required.


Experience working in case management and HRIS systems (ServiceNow, Workday, etc.) preferred.


Qualifications & Experience:


Bachelor's degree or commensurate experience required.


HR certification, Certified Rehabilitation Counselor certification (CRC), Vocational Rehabilitation certification, Certified Leave Management Specialist (CLMS), and/or advanced degree preferred.


Minimum 4 years professional experience and at least 2 years experience managing leaves of absence and/or reasonable accommodations.


Relevant experience managing employee requests for leave of absence and reasonable accommodations with ADA (Americans with Disabilities Act and FMLA (Family and Medical Leave Act), including current experience in statutes, regulations and guidance issued by the Department of Labor, Equal Employment Opportunity Commission (EEOC) pertaining to ADA accommodations


Proficiency in Microsoft Word, Microsoft Outlook, Microsoft Excel, ServiceNow, and  Workday.


The position requires high technical ability and a strong attention to detail.


Ability to manage a high volume of work


Effective customer support skills


Strong verbal and written communication skills


Ability to exercise sound judgment


As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact careers@gilead.com for assistance.