LOA/ADA Coordinator

Clarvida - Corporate

4d • Remote

About The Position

The LOA/ADA Coordinator is responsible for owning end-to-end administration of leave of absence (LOA), FMLA, state and local leave coordination, and ADA workplace accommodations across a multi-state workforce. This role serves as the central point of contact for employees and managers navigating time-sensitive, highly confidential matters, ensuring processes are consistent, compliant, well-documented, and supportive. The Coordinator partners closely with Total Rewards/Benefits, HR Operations/HRIS, Employee Relations, HR Business Partners, and Legal/Compliance to balance employee experience with operational continuity and risk mitigation.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, or related field, or equivalent experience
• 3+ years of experience in leave administration, accommodations, benefits or HR operations, employee relations support, or related HR casework, with multi-state exposure strongly preferred
• Working knowledge of FMLA and the ADA interactive process, with the ability to manage sensitive issues using discretion and sound judgment
• Strong case management and documentation discipline with excellent organization and follow-through in a deadline-driven environment
• Experience partnering with a third-party leave administrator and coordinating disability and leave intersections
• Experience in highly regulated, multi-site environments such as healthcare, behavioral health, human services, or similar industries
• Excellent written and verbal communication skills with the ability to explain complex processes clearly and compassionately

Responsibilities

• Manage leave requests from initial notice through return-to-work, including continuous and intermittent leaves; track milestones, communications, and documentation timelines
• Coordinate with leave administration vendors/processes to support intake, eligibility review, claim status updates, and return-to-work reporting
• Partner with Benefits and Payroll/HRIS stakeholders to ensure accurate HRIS actions and employee guidance, including status changes, leave codes, and related workflow steps
• Maintain proactive follow-up on overdue items such as missing certifications, pending return-to-work documentation, and extension requests; ensure consistent escalation when employees or managers are non-responsive
• Administer FMLA in alignment with federal timelines and documentation requirements; ensure required notices and letters are issued and tracked
• Apply and coordinate state-specific leave requirements based on the employee’s work location
• Maintain auditable records of leave dates, hours, notices, certifications, and disputes consistent with recordkeeping requirements
• Serve as process owner for workplace accommodation intake, interactive dialogue coordination, and documentation to ensure decisions are consistent, timely, and defensible
• Coordinate with managers and HR partners to evaluate feasibility, explore alternatives, and document rationale, including undue hardship considerations where applicable
• Ensure appropriate HR and Legal consultation occurs before high-risk outcomes, including denial or separation/termination where ADA or leave may be implicated, with documented decision rights and escalation paths
• Provide clear guidance to employees regarding process expectations, required documentation, timelines, and return-to-work steps while maintaining confidentiality boundaries
• Partner with Operations leaders to plan for staffing impacts and implement approved accommodations or return-to-work restrictions appropriately
• Collaborate with People Partners and HRBPs to ensure specialty casework remains centralized and consistent, with HRBPs coordinating business impact and Leave & Accommodations owning compliance workflows
• Maintain complete, accurate, and confidential case files for leave and accommodations; store medical certifications and related documents as confidential medical records separate from personnel files with access limited to need-to-know
• Communicate only the minimum necessary information to managers, such as restrictions, expected return dates, and approved accommodations, without disclosing medical diagnoses or details
• Standardize SOPs, templates, and decision trees for common leave and accommodation scenarios; reinforce escalation norms for complex cases
• Track and report operational metrics including case volumes, time-to-decision, overdue documentation, return-to-work outcomes, and SLA adherence to inform capacity planning and risk containment
• Coordinate with shared-services support where applicable to ensure administrative support remains rules-based under U.S. direction and decision points remain onshore

Benefits

• Paid vacation days (increase with tenure)
• Separate sick leave that rolls over annually
• Up to 10 paid holidays (varies by region)
• Medical, dental, and vision insurance options
• DailyPay – access your earnings without waiting for payday
• Training, development, and continuing education opportunities
• 401(k)
• Free licensure supervision
• Pet insurance
• Employee Assistance Program (EAP)
• Perks @ Clarvida – national discounts on shopping, travel, Verizon, and entertainment
• Mileage reimbursement
• Cellphone stipend

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level