Coordinator, Leave Administration

Hiring Salary Range : $ 53,500.00 - 70,000.00

This range represents the hiring range. Salaries are determined individually depending on skills and experience. You will also be eligible to an annual bonus, employee share investment program (ESIP), Pension, Benefits, Railroad Retirement Benefits (RRB) and other perks.

At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you're part of making sure our business is running optimally and safely-helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters. Join us!
Job Summary
The Coordinator - Leave Administration, is responsible for supporting the administration of CN's Medical Leave of Absence policy and State and Federal Family and Medical Leave Acts company-wide and across the US including multiple states. Communicates eligibility and available benefits to employees (both unionized and all level of management) based upon the understanding of state and federal regulations in accordance to CN's policies, procedures, health and welfare programs. The coordinator also works closely with employees and health care providers to ensure the required information is received within the required time limits. The position requires diplomacy, privacy and confidentiality.
Main Responsibilities
Leave and Disability and Return to Work Support
• Serves as the initial point of contact for employees requesting FMLA or a medical leave, offering information on eligibility criteria and the various leave types.
• Receives, sorts, and securely files all relevant documents related to FMLA and medical leave requests.
• Manages multiple email accounts, sorting and addressing a high volume of incoming messages while providing timely responses.
• Assist in the regular administration of FMLA and medical leave of absences, communicating with third-party administrators, notifying supervisors of employee status, and maintaining appropriate records
• Ability to articulate thoughts and express ideas, explain Leave polices and eligibility requirements effectively by using clear oral and written communication skills to multiple audiences.
• Respond to questions from outside authorized people and agencies with respect to employee data by examining employee files and records
• As the initial contact, plays a key role in customer satisfaction by making every effort to fully resolve employee inquiries
• Authenticates documentation that is not received directly from Health Care providers
Reporting, Communication, and Support
• Collaborates with Leave Advisors to support the administration of FMLA and Medical Leaves. This includes preparing for daily Leave Workshops, researching employees' leave histories, providing recommendations on next steps, and presenting cases clearly with all relevant information to facilitate informed decision-making.
• Tracks and compiles data on call volume, email inquiries, and incoming documentation.
• Interacts with Operations supervisors and managers regarding employee leaves ensuring education and coaching on the law and CN rules and processes
• Interact with HR and Labor Relations (LR) colleagues and CN legal counsel on questionable cases
• Obtain complete and often sensitive or private information from employees for determining leave eligibility
• Analyze varied information regarding HR, leave, and other employment law to make decisions and recommendations on complex cases
• Develop rapport with employees and explain leave decisions, medical leave policies, state and federal leave laws, an effective manner
Process alignment and best practices
• Assist in the development of end-to-end processes and standard operating procedures for leave administration.
• Execute Leave Administration processes using standard operating procedures
• Develop and maintain productive relationships with team members and other Human Resources (HR) and non-HR (i.e., Payroll) stakeholders, and leverage relationships to collaborate on complex inquiries ensuring service quality and accuracy
• Support colleagues with coaching and support
Working Conditions
• The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. Due to the nature of the role, the incumbent must be able to meet tight deadlines in a fast-paced work environment dealing with confidential material.
Requirements
Experience
• Possesses 1-2 years of experience in a role focused on support, program assistance, or a similar function
• Previous experience administering leaves under the Federal Family and Medical Leave Act (FMLA)
• Experience with the Americans with Disabilities Act (ADA)
Any experience for these above would be considered as an asset
Education/Certification/Designation
• High School Diploma
• Bachelor's Degree in Human Resources or related area
*Any designation for these above would be considered as an asset
Competencies
• Demonstrates active listening
• Solves problems to create value
• Collaborates with others and shares information