Role Description

The Leave Case Manager serves as the primary contact and knowledge expert for customers in VUMC’s leave process. Responds to and guides employees applying for and taking leave in accordance with VUMC policies and applicable federal and state laws. Coordinates communication and information with appropriate employees and leaders regarding relevant information.

Hours: Monday - Friday, 8:00am - 5:00pm CST

Qualifications

• 2+ years of FMLA processing experience
• 2+ years of Workday experience, including Help and LOA modules
• Ability to work core business hours in Central Time Zone
• 2+ years of case management experience
• Strong Time Management: Demonstrates efficiency in managing workload in a high-volume environment, ensuring tasks are completed accurately and on time.
• High-Volume Communication Handling: Skilled in managing large volumes of calls, faxes, emails, and case-related correspondence while maintaining accuracy and responsiveness.
• Comprehensive FMLA Knowledge: Fully understands the FMLA process from initiation through closure, including requirements, documentation, timelines, and compliance standards.
• Workload Planning & Execution: Able to assess and prioritize daily, weekly, and monthly responsibilities to ensure all workflow expectations and deadlines are consistently met.

Requirements

• Provides expertise and guidance on leave processes for employees and departments.
• Manages VUMC’s leave of absence administration process, determining eligibility, reviewing medical documentation provided, and designating leave as qualifying.
• Ensures employees and leaders are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave(s).
• Advises leaders and employees on interaction of leave laws with paid time off including worker’s compensation, short-term and long-term disability.
• Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
• Facilitates other leave requests, which may include accommodation requests under the ADA.
• Participates in the return-to-work process for employees returning from extended FMLA, Workers’ Compensation, or other leave(s).
• Processes exemption requests and communications for VUMC when necessary.
• Compiles, analyzes, and applies data to make recommendations to leaders pertaining to leave management plans.
• Preserves confidentiality of employee medical documentation and files.
• Performs other duties as assigned.

Benefits

• High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities

• Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance.
• Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment.
• Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area.
• Team Interaction: Provides informal guidance and support to team members.

Core Capabilities

• Supporting Colleagues: Develops Self and Others, Builds and Maintains Relationships, Communicates Effectively.
• Delivering Excellent Services: Serves Others with Compassion, Solves Complex Problems, Offers Meaningful Advice and Support.
• Ensuring High Quality: Performs Excellent Work, Ensures Continuous Improvement, Fulfills Safety and Regulatory Requirements.
• Managing Resources Effectively: Demonstrates Accountability, Stewards Organizational Resources, Makes Data Driven Decisions.
• Fostering Innovation: Generates New Ideas, Applies Technology, Adapts to Change.