Manager Leave Programs

Overview

The Manager Leave Programs leads the strategy, operations, compliance, and continuous improvement of the company’s leave and accommodation programs, including ADA, FMLA, Short-Term Disability (STD), Long-Term Disability (LTD), Paid Time Off (PTO), and applicable state and local leave regulations. This role owns vendor/TPA relationships and partners cross-functionally with HR, Employee Relations, Legal, Payroll, and Benefits to deliver a seamless employee experience, ensure regulatory compliance, and drive data-informed decisions.

The Manager will also shape policies, workflows, technology enablement, and metrics to scale leave programs in a multi-state (and potentially multi-country) environment.

Responsibilities Program Leadership & Governance

• Own strategy, roadmap, and governance for ADA, FMLA, STD, LTD, PTO, and related leave programs; ensure policies are current, consistent, and aligned with company values and regulatory requirements.
• Lead policy development and updates for federal, state, and local leave laws (e.g., state PFML), including change management, stakeholder communications, and training rollouts.
• Establish and maintain standard operating procedures (SOPs) for case management, privacy/security controls, documentation standards, and auditing.

Team Management & Case Oversight

• Manage, coach, and develop Leave Program Specialist(s); set performance expectations, provide feedback, and build functional capabilities.
• Oversee complex and escalated cases; ensure timely, accurate determinations, documentation, and resolution with a high-touch customer service approach.
• Promote operational consistency across regions; monitor workload balance, SLAs, and case aging to maintain service standards.

FMLA, STD, LTD & PTO Administration

• Ensure accurate and compliant administration of FMLA (federal and state equivalents), STD, LTD, and PTO programs (including accrual, eligibility, and carryover if applicable).
• Coordinate with Payroll and HRIS to align pay practices (e.g., PTO usage during unpaid leaves, intermittent FMLA) and ensure correct time/absence coding.

ADA & Accommodations

• Lead the interactive process for ADA accommodations in partnership with HRBPs, Employee Relations and/or Legal; ensure timely evaluation, documentation, and reasonable accommodation implementation.
• Guide managers and employees on ADA obligations, essential job functions, and undue hardship criteria; implement accommodation tracking and post‑implementation reviews.

Vendor/TPA Management

• Own relationships with TPAs (e.g., disability carriers, absence vendors); set expectations, negotiate SLAs, monitor performance, and run regular governance meetings.
• Review TPA reports, audits, and case samples; drive corrective actions and continuous improvement initiatives for quality, timeliness, and compliance.
• Lead RFPs and implementations for new or upgraded leave administration solutions; partner with Procurement, Legal, and IT.

Cross‑Functional Partnership

• Collaborate with HR Business Partners, Employee Relations, Payroll, Benefits, Legal, and HRIS to ensure end‑to‑end process integrity and excellent employee/manager experience.
• Align leave programs with broader benefits, wellbeing, and return‑to‑work practices; develop manager toolkits and communications.

Compliance, Risk & Audit

• Monitor regulatory changes (federal/state/local) and industry practices; translate requirements into policy/process changes.
• Maintain audit readiness through documentation standards, controls, and periodic internal audits; manage regulatory and carrier audits as needed.
• Ensure adherence to privacy (e.g., HIPAA where applicable), data security, and record retention requirements.

Reporting, Analytics & Insights

• Define and manage dashboards/KPIs for program performance (e.g., incidence rates, average leave duration, return‑to‑work rates, accommodation cycle times, TPA SLA adherence, case aging).
• Analyze trends and root causes; recommend and implement process improvements, automation, and training to reduce friction and risk.
• Provide executive‑level reporting and insights to HR leadership; support budgeting and forecasting for leave costs.

Change Management & Enablement

• Lead…