Manager, Leave of Absence

Job Summary:

The Leave of Absence and Reasonable Accommodation Manager is responsible for overseeing the administration of all leaves of absence and reasonable accommodation process, ensuring compliance with federal, state, and local regulations (including FMLA, ADA, and other applicable laws). This role serves as the subject matter expert, providing strategic guidance on best practices, developing and implementing process improvements, establishing and managing data reporting needs, actively engaging with delivery partners, and serving as the point of escalation for timely resolution. The manager will act as the primary liaison between LOA team members, and third-party vendors to ensure a consistent, compliant and seamless leave and accommodation experience throughout all businesses within the Company.

KEY RESPONSIBILITIES

Leadership and Team Management:

• Lead the implementation of a LOA/Accommodations management system including defining roles and responsibilities, defining organizational needs, managing the project delivery, and leading successful rollout and communications plan.
• Indirectly manage the LOA Team, providing training, guidance, and expertise. Provide coaching and mentoring to administrators, contributing to the successful performance of the team.
• Ensure delivery of excellent service to associates and managers, maintaining a high standard of communication and support.
• Set team goals and KPIs and monitor performance to ensure timely and compliant processing of leaves and accommodations.
• Conduct and facilitate regularly scheduled meetings with individual LOA Team members to review current leaves and accommodation requests, prompting accountability and consistency.
• Facilitate monthly and/or quarterly meetings with HR leadership to discuss and report on volume, trends, and opportunities.
• Establish and oversee care package program for associates on leave to improve engagement and retention.

Leave of Absence Oversight:

• Oversee the administration of all leave types, including Family and Medical Leave Act (FMLA), short-term disability, long-term disability, workers' compensation, personal leaves, intermittent leaves, parental leaves, and gig leaves.
• Ensure accurate tracking and reporting of leave balances, return-to-work dates, and compliance with all applicable federal, state, and local laws.
• Serve as the subject matter expert on leave policies, advising HR and leadership teams on complex cases and legal compliance issues.
• Collaborate with payroll, benefits, and legal teams to ensure seamless processing of associate leaves and benefits leave periods.
• Serve as the main point of contact to manage relationship with the leave of absence vendor, ensuring the system is tracking and applying leaves as intended.
• Ensure communication with managers and HR partners on pending leaves, return to work dates, leave extensions and other relevant changes.

Reasonable Accommodation Management:

• Lead the administration of the company's reasonable accommodation program in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.
• Manage the interactive process between associates and managers to determine appropriate accommodations.
• Ensure all accommodation requests are evaluated in a timely manner and that solutions are implemented effectively.
• Advise managers and HR partners on complex accommodation issues and escalating to legal when needed, to ensure appropriate documentation is maintained.

Compliance and Policy Development:

• Ensure compliance with all federal, state, and local regulations regarding leaves of absence and accommodations, including FMLA, ADA, PWFA, family care and other applicable laws.
• Continuously review and update company leave and accommodation policies to reflect changes in laws and best practices.
• Conduct audits of leave and accommodation practices to ensure compliance and recommend process improvements.
• Develop and deliver enterprise training programs on leave and accommodation policies and procedures and recognizing reportable health and welfare challenges within the workforce.

Strategic Planning and Process Improvement:

• Lead the implementation of a LOA/Accommodations management system including project management, implementation rollout, and stakeholder communications.
• Identify opportunities to streamline and improve leave of absence and accommodation processes for efficiency and better associate experience.
• Collaborate with HR leadership to develop long-term strategies for managing associate leaves and accommodations in line with business needs.
• Work with HRIS and leave management systems to optimize data tracking and reporting capabilities.
• Provide regular reports and analytics to senior leadership on leave usage, accommodations, and compliance trends.

Communication and Stakeholder Management:

• Serve as the primary point of contact for escalated leave and accommodation cases, working closely with associates, managers, HR business partners, and external vendors.
• Ensure consistent communication between associates, managers, and HR regarding leave status, accommodation requests, and return-to-work plans.
• Partner with legal counsel as needed for complex or high-risk cases.

QUALIFICATIONS

Education:

Bachelor's degree in Human Resources, Business Administration, or related field (or equivalent experience).

Experience:

• 5+ years of experience managing leave of absence and reasonable accommodation programs.
• Strong knowledge of FMLA, ADA, and other federal and state leave laws.
• Previous experience in a managerial or leadership role in leave administration or disability management.
• Experience working with HRIS, leave management systems, and disability benefits programs.
• System implementation and oversight experience helpful.

Skills:

• Excellent leadership and team management skills, with the ability to develop and mentor staff.
• Expertise in legal requirements related to leave of absence and accommodation laws.
• Strong problem-solving skills and ability to handle complex, sensitive cases.
• Exceptional organizational and communication skills, with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office Suite and HR information systems (HRIS).

Preferred Qualifications:

• HR or leave management certification (e.g., CLMS, SHRM-CP, SPHR).
• Experience working in a multi-unit, nationwide organization with complex leave and accommodation needs.

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