Leave and Workers Compensation Program Coordinator

Job Description

Summary/Objective

The Leave and Workers’ Compensation Program Coordinator is responsible for overseeing the administration and compliance of all staff leave programs at the agency, with a primary focus on Workers’ Compensation and workplace injury claims. This role ensures that all leave programs—Workers’ Compensation, FMLA, ADA accommodations, and agency-specific leave—are administered in accordance with applicable laws, internal policies, and best practices. The coordinator will manage the relationship with the third-party administrator (TPA), who is responsible for claim decisions. The coordinator will lead all internal coordination, OSHA reporting, and ADA interactive processes. This position plays a critical role in supporting staff well-being, workplace safety, and legal compliance.

Essential Functions

Workers’ Compensation Management

•Act as the primary internal point of contact for all staff injury claims and Workers’ Compensation matters.

•Manage the end-to-end coordination of injury cases, including claim intake, documentation, TPA communications, internal notifications, and follow-ups.

•Ensure accurate and timely submission of First Reports of Injury and all documentation to the TPA.

•Track open claims and collaborate regularly with the TPA to ensure appropriate case progression.

•Maintain and update the OSHA 300 Log and ensure annual OSHA reporting and posting are completed accurately and on time.

•Coordinate return-to-work and modified duty programs in partnership with managers and the TPA.

Leave Administration (FMLA, ADA, Agency Leaves)

•Monitor and track staff leave under FMLA, ADA, and internal agency leave policies.

•Partner with the TPA to verify leave eligibility and ensure timely notifications to staff.

•Lead and document the ADA interactive process to assess and facilitate reasonable accommodations, in collaboration with, managers, and staff members.

•Provide education and guidance to managers and staff on leave entitlements, procedures, timelines, and staff’s rights and responsibilities.

•Ensure all Workers’ Compensation and leave programs are administered in compliance with federal, state, and local laws.

•Maintain complete and confidential staff’s records in accordance with agency policy and legal requirements.

•Serve as the primary custodian of OSHA logs, workers’ comp records, and ADA accommodation files.

•Prepare and submit annual OSHA Form 300A and manage internal audits of injury and illness records.

•Serve as liaison between the agency and TPA, healthcare providers, and legal counsel as necessary.

•Collaborate with programs, and Risk Management teams on injury prevention, policy updates, and safety training initiatives.

•Develop and present regular reports on leave utilization, workers’ compensation trends, and compliance to senior P&C leadership.

- Adheres to company policies and procedures in addition to regulations, laws and other requirements from applicable governing bodies, certification, licensure and/or accreditation entities, etc.

Other Responsibilities

- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the staff for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Duties

This position carries no direct supervisory authority but contributes to the oversight of leave administration activities. It involves facilitating communication among team members, setting operational expectations, supporting adherence to regulatory requirements, and contributing to the development and consistency of leave-related procedures.

Education, Skills, Experience and Requirements

Qualifications

•Associate degree in Human Resources, Business Administration, Risk Management, or related field preferred OR five years’ experience in workers’ compensation, OSHA reporting, FMLA, and ADA.

•Minimum 2 years of experience in workers’ compensation, OSHA reporting, FMLA, and ADA compliance.

•Strong knowledge of relevant federal and state labor laws (including OSHA, ADA, FMLA, and workers’ compensation statutes).

•Experience working with a third-party administrator (TPA) or in a self-insured environment.

•Demonstrated experience leading ADA interactive conversations and accommodations.

•Excellent attention to detail, documentation, and follow-through.

•Ability to handle sensitive staff situations with confidentiality, empathy, and professionalism.

•Strong computer skills including HRIS systems, Microsoft Excel, and report writing.

Preferred Education and Experience

•Bachelor's degree in human resources, Business Administration, Communications, or another related field required

•Experience working in the field of intellectual and developmental disabilities, autism, or other complex healthcare needs.

•SHRM-CP

•Leave Administrator Certification

•Experience with working with Third-Party Vendors.

•HR accreditation.

- Valid driver’s license and insurable driving record, if applicable.

Competencies and Attributes

Verbal and written communication skills

Interpersonal and customer service skills

Organizational skills

Attention to detail

Time management

Ability to meet deadlines

Decision making

Problem-solving skills

Physical Demands/% of time

Hearing

50 - 75%

Standing and/or walking

25-50%

Verbal communication

50 - 75%

Use of electronics (i.e. computer, tablet)

50-75%

Reach with arms hands

50 - 75%

Use of office equipment (i.e. copier/scanner)

25-50%

Sitting

50 - 75%

Work Environment: This position is fully remote upon the completion of training. However, in-person attendance is required for monthly Safety Council meetings, mandatory in- person training sessions and meetings, and to support other business needs as necessary.

Work Hours: This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 4:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel Requirements: Travel is required but primarily local during the business day, although some out-of-the-area and overnight travel may be expected occasionally. Occasional travel for in-person meetings is expected with all safety equipment provided and precautions observed.

Full-time