Overview

The Leave of Absence and Disability Administrator manages all aspects of employee leave programs, including Family and Medical Leave Act (FMLA), short-term and long-term disability, ADA accommodations, and related compliance processes. This role serves as the primary point of contact for employees and managers throughout the leave life-cycle, ensuring timely communication, accurate documentation, and adherence to federal, state, and company policies. The coordinator partners with HR leadership, benefits teams, and third-party administrators to deliver a seamless employee experience

Responsibilities

· Leave Administration

· Coordinate and administer all leave of absence requests (FMLA, PFML, personal, military, and other statutory leaves).

· Determine eligibility, request and review medical certifications, and designate qualifying leaves.

· Track intermittent and continuous leave usage; maintain accurate records in HRIS and leave management systems.

· Communicate leave status and expectations to employees and managers; provide guidance on rights and responsibilities.

· Disability Management

· Facilitate short-term and long-term disability claims in partnership with insurance carriers.

· Ensure compliance with ADA by engaging in the interactive process for workplace accommodations.

· Coordinate return-to-work plans, including modified duty arrangements when applicable.

· Compliance & Documentation

· Ensure all leave and disability processes comply with federal and state laws (FMLA, ADA, HIPAA) and company policies.

· Maintain confidentiality of employee medical information and sensitive data.

· Prepare and distribute required notices and forms within mandated timelines.

· Employee & Manager Support

· Serve as a resource for employees navigating leave and disability benefits.

· Provide training and guidance to managers on leave policies and accommodation procedures.

· Respond promptly to inquiries and resolve issues with empathy and professionalism.

· Vendor & Stakeholder Coordination

· Liaise with third-party administrators (e.g., AbsencePro) for claim intake and status updates.

· Collaborate with Payroll, Benefits, and HR Business Partners to ensure accurate benefit deductions and pay continuity during leave.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift products and supplies, up to 20 pounds.

Competencies: (Examples)

· Oral and Written Communication Skills – Communicates clearly and effectively in both verbal and written formats, adapting style to audience and purpose.

· Ability to Build Collaborative Relationships – Develops and maintains positive, productive relationships across teams and departments.

· Decision-Making Skills – Makes timely, informed decisions by analyzing data and considering organizational impact.

· Interpersonal Skills – Demonstrates empathy, professionalism, and respect in all interactions, fostering a positive work environment.

· Judgment – Applies sound judgment and discretion when handling sensitive or complex issues.

· Ability to Multi-Task and Prioritize – Manages multiple responsibilities efficiently, prioritizing tasks to meet deadlines in a dynamic environment.

Qualifications

· Bachelor’s degree in human resources, Business Administration, or related field preferred.

Qualifications/Training:

· Experience: 2–3 years of experience in leave administration, disability management, or HR compliance.