Leave of Absence and Accommodation Specialist

Join Aya Healthcare, named the #1 top workplace in the large company category by the San Diego Union-Tribune.

The Leave of Absence and Accommodation Specialist is responsible for administering employee leave programs and managing workplace accommodation requests in full compliance with federal, state, and local laws, as well as company policies.

Serving as a key point of contact, this role supports employees navigating leave and accommodation processes — including FMLA, ADA, workers’ compensation, parental leave, military leave, and personal leaves. The ideal candidate will demonstrate exceptional organization, attention to detail, and strong communication skills to manage sensitive situations with professionalism and confidentiality.

This role will work remote PST. 

WHO WE ARE:  

We’re a $8+ billion, rapidly growing workforce solutions provider in the healthcare industry. We deliver tech-enabled services that help healthcare organizations meet and manage their contingent labor needs. We build and manage tech-enabled marketplaces for national and local healthcare talent and deliver contingent labor management solutions through our proprietary software platform.  

At Aya, we’re obsessed with creating exceptional experiences for our clients, clinicians and employees. In fact, we put employee satisfaction above all else. Our team members are responsible for incomparable customer experience and we know that happy employees are critical to maintaining happy clients. We foster an entrepreneurial, high-energy, low-bureaucracy culture and value innovative thinking and creative problem solving. We embrace diversity in thought and backgrounds unified by a commitment to high achievement. When you join Aya, you’ll be surrounded by teammates who care about you as an individual and leaders who will help you grow both personally and professionally.

RESPONSIBILITIES: 

• Administer all aspects of employee leave programs, including FMLA, STD, LTD, ADA, workers’ compensation, and other statutory or company-sponsored leaves.
• Deliver excellent customer service by promptly responding to inquiries and guiding employees through the LOA process, explaining their rights and responsibilities.
• Manage required documentation (e.g., medical certifications), ensuring employees are informed about leave status, benefit implications, and return-to-work requirements.
• Coordinate return-to-work plans, including fitness-for-duty certifications and transitional accommodations as appropriate.
• Track leave eligibility and usage accurately, ensuring compliance with job-protected leave entitlements.
• Partner with third-party administrators, insurance providers, and healthcare professionals to ensure accurate leave and benefits management.
• Review and process medical documentation in compliance with applicable laws and internal policies.
• Advise managers on handling absences, work restrictions, and accommodations to ensure consistent, compliant decision-making.
• Serve as the subject matter expert on accommodations, guiding managers through the interactive process and documenting all steps per ADA guidelines.
• Ensure timely, fair, and consistent accommodation decisions, communicating outcomes sensitively and professionally.
• Maintain accurate, confidential records for all leave and accommodation cases.
• Create and distribute clear communications, FAQs, and training materials to increase understanding of leave and accommodation processes.
• Stay current on federal, state, and local legislation, recommending policy updates as needed.
• Collaborate with HR, Benefits, Workers’ Compensation, Payroll, and Legal teams to ensure seamless coordination across functions.
• Conduct audits, reporting, and analytics to support compliance and process improvements.
• Contribute to HR projects aimed at improving LOA/ADA processes, handbooks, and fostering an inclusive, supportive workplace culture.

REQUIRED QUALIFICATIONS:  

• Bachelor’s degree in Human Resources, Business Administration, or related field — or equivalent experience.
• HR certification (PHR, SHRM-CP) or LOA/Accommodation-specific certification preferred.
• Minimum 4+ years of experience managing employee leave and/or accommodation programs, with specific expertise in California regulations required.
• Multi-state experience preferred.
• Proficiency with HRIS platforms (e.g., Workday), leave management systems (e.g., AbsenceSoft), and Microsoft Office Suite.
• In-depth knowledge of FMLA, ADA, HIPAA, and related employment laws.
• Strong interpersonal and communication skills with the ability to manage confidential matters with tact and discretion.
• Sound judgment and critical thinking in navigating complex or ambiguous situations.
• Excellent organizational skills with the ability to manage multiple cases and deadlines simultaneously.
• Ability to communicate complex and sensitive information clearly and compassionately to employees and managers.

WHAT WE OFFER:    

• Free premium medical, dental, life and vision insurance   
• Generous 401(k) match   
• Aya also offers other benefits to those that are eligible and where required by applicable law, including reimbursements and discretionary bonuses   
• Aya provides paid sick leave in accordance with all applicable state, federal, and local laws. Aya’s general sick leave policy is that employees accrue one hour of paid sick leave for every 30 hours worked. However, to the extent any provisions of the statement above conflict with any applicable paid sick leave laws, the applicable paid sick leave laws are controlling   
• Celebrations! We hit our goals and reward ourselves
• Company-sponsored virtual events, happy hours and team-building activities are always on the horizon — plus, you get a special treat on your birthday!  
• Unlimited DTO — we believe in time off!   
• Virtual yoga, meditation or boot camp classes offered daily     

COMPENSATION: Aya reasonably anticipates the pay scale for this position to be $33.65 to $43.27 hourly, which equates to $70,000 to $90,000 annually.    

The pay scale for this position may vary if applicant possesses experience outside of what Aya reasonably anticipates for this position. Bonuses are subject to the role and your manager’s discretion.    

Aya is an Equal Opportunity Employer (EEO), including Disability / Vets, and welcomes all to apply. Please click here for our EEO policy.