LOA Administration Manager - Confidential

This position is responsible for administering leave requests and accommodations requiring specialized attention, particularly those arising under the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws. This role ensures seamless support for employees and HR Partners, delivering an informed and positive experience throughout the leave and accommodation process. The Manager also handles workers’ compensation claims, coordinating with key stakeholders to ensure compliance, efficiency, and safety.

RESPONSIBILITIES

Leave of Absence Administration:

• Communicate proactively with employees regarding their leave of absence needs, ensuring they understand their rights, responsibilities, and required documentation for leave qualification.
• Administer FMLA leave from the initial request through the employee's return to work, maintaining ongoing communication to support a smooth transition.
• Handle accommodation requests under the ADA and other leave requests, ensuring compliance with legal requirements and company policies.
• Maintain thorough and accurate records of leave and accommodation requests, adhering to legal standards and best practices in documentation.
• Ensure the confidentiality and security of employee medical records and documentation.
• Review and process all leave requests independently, making informed decisions regarding approval or denial based on regulations, guidelines, and best practices.
• Guide employees, managers, HR teams, legal departments, and third-party administrators on the interaction between leave laws, workers' compensation, and other leave options.
• Guide employees and managers through intermittent leave processes, ensuring timely and compliant administration.
• Coordinate with payroll to process applicable sick leave, PTO, or other pay during the leave period.

Workers' Compensation Management:

• Manage all workers' compensation claims, collaborating with insurance carriers, third-party administrators (TPAs), and legal counsel to ensure efficient case resolution.
• Lead investigations into workplace incidents and injuries, maintaining detailed records and documentation to ensure compliance and accuracy.
• Communicate with employees about their workers' compensation rights, benefits, medical treatment plans, and return-to-work options.
• Collaborate with management to implement safety protocols and proactive measures that reduce workplace injuries and promote a safer work environment.
• Work closely with employees and managers to coordinate accommodations and return-to-work processes for workers’ compensation cases.
• Ensure compliance with regulatory requirements by preparing and maintaining accurate OSHA logs, submitting them as required on an annual basis.

Collaboration and Process Improvement:

• Partner with HR teams, department managers, and other internal stakeholders to continually improve the efficiency of leave and workers' compensation processes.
• Provide training and support to managers and employees on leave policies, workers' compensation, and accommodations.
• Analyze leave and workers' compensation trends to identify areas for process improvement, proposing and implementing changes as needed.

QUALIFICATIONS

• 7+years experience in US leave of absence administration and ADA reasonable accommodation.
• Deep understanding and application of federal and state disability and paid family leave laws (i.,e., ADA, FMLA, CFRA, PDL, etc.)
• Must be an independent worker and be able to regularly exercise discretion, handle conflict, and be firm when required.
• Organized, detail-oriented and able to manage multiple priorities in a fast-paced environment.
• Highest level of confidentiality, professionalism, empathy.
• Strong analytical and problem-solving skills
• Fluent in Spanish

WORKING CONDITIONS

• Ability to work from the office, from home and go to stores to speak with employees as needed.
• Ability to sit for prolonged periods at a desk and work at a computer

APPLICATION PROCESS

As this is a confidential role, the first step in the process will be an informational call. This call will provide you with an overview of the company, the role, and the interview process, ensuring you have the information needed to evaluate this opportunity.

PERKS & BENEFITS

• Medical, Dental & Vision Insurance
• 401K Plan with Match
• Employee Stock Purchase Plan
• Paid Vacation / Sick Leave
• Hybrid Work Schedule
• Tuition Assistance
• Growth Opportunities
• Corporate gatherings, team bonding events, and much more!

The range in California for this position is $90,000 - $110,000. Actual starting compensation may vary based upon geographic location, work experience, and skills.