What are the responsibilities and job description for the Manager, Leave and Disability Programs position at HR Solutions?
The Manager, Leave & Disability Programs is responsible for designing, implementing, and managing a comprehensive, compliant, and consistent leave and accommodation program. This role will overhaul existing processes, establish documentation standards, evaluate and implement systems, and ensure all leave, disability, and accommodation requests are handled accurately, legally, and consistently across the organization.
This leader will serve as the subject matter expert for FMLA, STD, ADA, modified duty, return‑to‑work, and medical documentation review. They will partner closely with HR, managers, Legal, and external vendors to build a scalable, defensible program that reduces risk, improves employee experience, and eliminates abuse.
Key Responsibilities
Program Overhaul & Design
• Conduct a full audit of current leave, disability, and accommodation processes.
• Design and implement a structured triage model for FMLA, STD, ADA, modified duty, and temporary flexibility.
• Create clear workflows, SOPs, forms, templates, and documentation standards.
• Establish consistent criteria for medical documentation and work restrictions.
• Build a defensible process that eliminates inconsistent treatment and reduces risk.
Leave Administration (FMLA, STD, Personal Leaves)
• Oversee all FMLA administration, including eligibility, tracking, communication, and recertification.
• Manage STD processes (or oversee vendor if outsourced), ensuring timely and accurate determinations.
• Review medical documentation for leave requests and ensure compliance with federal and state regulations.
• Partner with payroll and benefits to ensure accurate pay and benefit continuation.
ADA & Accommodations
• Lead the ADA interactive process, including documentation review, functional assessments, and accommodation determinations.
• Distinguish between ADA, temporary injuries, and manager flexibility to prevent misuse.
• Develop and maintain accommodation guidelines, decision trees, and manager scripts.
• Coordinate ergonomic evaluations, equipment requests, and workplace modifications.
Modified Duty & Return-to-Work
• Create and manage a structured modified duty program with clear medical documentation requirements.
• Partner with managers to identify safe, appropriate temporary assignments.
• Ensure employees return to full duty only when medically cleared.
• Track restrictions, durations, and follow-up documentation.
Manager Training & Communication
• Develop and deliver training for managers on leave processes, ADA, documentation requirements, and temporary flexibility rules.
• Provide ongoing coaching to managers to ensure consistent application of policies.
• Create employee-facing communication that clearly explains leave and accommodation processes.
Systems, Vendors & Process Improvement
• Evaluate and recommend leave management systems (AbsenceSoft, Workday Absence, UKG, etc.).
• Lead implementation of new systems and workflows.
• Assess whether STD should be outsourced and manage vendor relationships if applicable.
• Monitor program metrics and identify opportunities for continuous improvement.
Compliance & Risk Management
• Ensure compliance with FMLA, ADA, HIPAA, state leave laws, and internal policies.
• Maintain accurate records and documentation for audit readiness.
• Partner with Legal on complex cases, denials, appeals, and high-risk situations.
• Protect the company from liability by enforcing documentation standards and consistent processes.
Qualifications
• 5–7 years of experience in leave administration, disability management, or HR compliance.
• Deep knowledge of FMLA, ADA, STD, HIPAA, and related employment laws.
• Experience reviewing medical documentation and making eligibility/determination decisions.
• Strong ability to build processes, workflows, and documentation standards from scratch.
• Experience implementing or managing leave management systems.
• Excellent communication skills with the ability to train and influence managers.
• Strong judgment, discretion, and ability to handle sensitive medical information.
• Experience in a fast-paced environment with high employee interaction preferred.
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