Fmla Case Manager Jobs in Gray, ME (NOW HIRING)

The Leave Manager oversees the administration of all employee leave programs – including FMLA , Maine FML , Maine Paid Family and Medical Leave ( PFML ), ADA accommodations, medical and parental leave, and Workers’ Compensation—to ensure consistent, compliant, and timely processing. The position serves as the primary contact for employees and supervisors throughout the leave process, determining eligibility, managing required documentation, tracking leave usage, and coordinating return‑to‑work plans.

The Leave Manager works closely with HR Business Partners, supervisors, Payroll, and Benefits to ensure accurate pay, benefit continuation, and status updates while maintaining strict confidentiality of medical information. The role also maintains HRIS leave records, prepares reports, supports policy and SOP updates, provides training on leave processes, and recommends improvements to enhance compliance, efficiency, and employee experience.

This position may be based in Biddeford, ME or Portland, ME, depending on the candidate’s preference, with occasional travel between both Maine campuses. This role offers the opportunity for a hybrid work schedule, with the possibility of working up to two days per week remotely following the initial familiarization period. The successful candidate must be able to attend regularly scheduled on‑campus meetings as needed.

About the Human Resources Team

The Human Resources team at the University of New England is committed to working strategically to support UNE’s core values by anticipating and responding to the institution’s evolving needs. We deliver high‑quality Human Resources services that attract, develop, motivate, and retain a diverse workforce within an innovative and collaborative work environment. Our team is comprised of dedicated HR professionals who partner closely with leaders and employees across the University. We achieve results through interprofessional collaboration, exceptional customer service, and respect.

About The University of New England UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one‑of‑a‑kind study‑abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands‑on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits
  • UNE tuition waiver for employees, spouses, and domestic partners
• Serve as the primary contact for employees requesting FMLA , Maine FML , Maine Paid Family and Medical Leave ( PFML ), ADA , medical, military, parental, and other University leave types.
• Determine leave eligibility, process required documentation, track leave usage (including intermittent/reduced schedules), and issue required notices.
• Manage the return‑to‑work process, including coordination with supervisors and HRBPs.
• Coordinate concurrent federal, state, University, ADA , Workers’ Compensation, and paid‑time‑off programs.
• Maintain the confidentiality and integrity of all medical and accommodation records by ensuring documentation is securely maintained in separate confidential files apart from regular personnel records, in compliance with applicable federal and state laws, institutional policy, and privacy requirements.
• Ensure compliance with FMLA , Maine leave laws, ADA , Workers’ Compensation requirements, and related federal and state regulations.
• Process accident reports and Workers’ Compensation claims and submit required documentation to the carrier.
• Maintain communication with injured employees and coordinate benefits and return‑to‑work steps.
• Communicate with the insurance carrier and healthcare providers to support timely claim processing.
• Support reporting and documentation of work‑related illnesses and injuries.

Case, Project & Process Management

• Independently manage a high‑volume caseload of concurrent employee leave and accommodation cases from initiation through completion using reliable manual and system‑based tracking methods.
• Proactively monitor deadlines and case status, prioritize competing demands, follow up on outstanding items, and ensure timely and accurate completion of required communications and return‑to‑work activities.

Employee Guidance & Communication

• Explain employee rights, responsibilities, and impacts on pay, benefits, and job protection.
• Provide timely assistance to employees experiencing unplanned or urgent leave needs.
• Maintain professional, confidential communication throughout the leave process.

Cross‑Functional Collaboration

• Coordinate with Payroll to ensure accurate pay, deductions, and status changes for employees on leave.
• Develop and maintain a working knowledge of University benefit programs, including medical, dental, vision, life insurance, disability, retirement, paid time off, paid parental leave, and employee assistance resources, in order to accurately explain how leave impacts employee benefits, payroll, deductions, and benefit eligibility.
• Communicate status updates, return dates, and reinstatement requirements to appropriate units.

Recordkeeping & Systems Management

• Enter and maintain accurate, timely leave data in HRIS systems (e.g., Banner, PeopleAdmin).
• Maintain compliant, complete documentation for audits.
• Track leave metrics and prepare reports for HR leadership.

Policy Support & Training

• Assist in updating leave‑related SOPs, job aids, and internal resources.
• Provide training to managers and HR colleagues on leave processes and regulatory requirements.
• Recommend process improvements to enhance consistency, compliance, and efficiency.

Qualifications

Bachelor’s degree in Human Resources, Business Administration, or related field and at least 3 years of HR experience with direct responsibility for leave administration, employee accommodations, or employee relations or equivalent combination of education and directly related experience

• Working knowledge of FMLA , Maine FML , Maine Paid Family and Medical Leave ( PFML ), ADA /interactive process, Workers’ Compensation procedures, and related federal/state regulations.
• Working knowledge of employer‑sponsored benefit plans and the interaction between leave administration, payroll, benefits, and retirement plans.
• Demonstrated ability to manage confidential medical information and maintain compliant records.
• Proven experience interpreting medical certifications, determining leave eligibility, and tracking intermittent/reduced‑schedule leave.
• Strong communication skills, including the ability to explain leave laws, timelines, and employee obligations clearly to both employees and supervisors.
• Customer‑service orientation with documented success resolving time‑sensitive or complex employee situations.
• Proficiency with HRIS systems and ability to accurately enter, track, and report leave data (e.g., Banner, PeopleAdmin, or comparable systems).

Preferred Qualifications

• Experience supporting HR in higher education or similarly complex multi‑unit organizations.
• Experience creating or updating SOPs, job aids, or training materials.
• Experience administering employee leave in a manual or partially automated environment, including reconciling and validating information across HRIS , Payroll, Benefits, timekeeping, and leave carrier systems to ensure accuracy, consistency, and compliance throughout the leave process.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.

Additional Note

This position is not eligible for H-1B visa sponsorship.

Anticipated Pay Range

Anticipated Pay Range $70,000 - $75,000

Open Date 07/28/2026

Open Until Filled Yes

Posting Number 2022PS0953P