Disability Coordinator

Baystate Health, a nationally recognized leader in healthcare quality and safety is looking for an experienced Leave Management Coordinator to support the administration and coordination of employee medical, family, and disability leaves across the organization.

RESPONSIBILITIES: The Leave Management Coordinator will serve as a key resource for employees and managers, guiding them through the leave application, approval, and claims process while partnering with third-party vendors and internal teams to ensure accurate and timely administration.

Responsibilities include coordinating leave and disability claims, maintaining employee records and timekeeping updates, monitoring claim status, and facilitating a smooth return-to-work process.

The ideal candidate combines a strong understanding of leave and disability regulations with excellent analytical, organizational, and communication skills. Equally important is the ability to approach sensitive employee situations with empathy, professionalism, and discretion.

Key Responsibilities

Leave & Disability Administration

• Manage the administration of employee medical, family, and disability leaves, providing guidance and support to employees and managers throughout the application, approval, and claims process.
• Coordinate claim activity with designated leave and disability vendors, workers' compensation providers, Employee Health Services, and applicable state agencies.
• Monitor claim status, proactively address delays or denials, and maintain consistent communication with employees and managers throughout the leave.
• Update employees leave statuses in Workday and enter appropriate timekeeping and pay codes in Kronos based on claim status and eligibility.
• Ensure required medical documentation and return-to-work clearances are obtained and appropriately maintained.
• Facilitate timely and consistent claims administration while ensuring employees receive support with sincerity, grace, and empathy.

Return-to-Work & Cross-Functional Collaboration

• Partner closely with the Return-to-Work Nurse Case Manager, ADA Case Manager, Employee Health Services, and HR Business Partners to coordinate appropriate support and claim administration.
• Identify situations requiring additional review or specialized assistance and facilitate timely referrals to the appropriate internal resources.
• Coordinate return-to-work documentation and processes to support employees and managers through successful transitions back to work.

Vendor & Stakeholder Management

• Serve as a liaison to leave and disability vendors, ensuring accurate exchange and reconciliation of leave information and utilization and timekeeping data.
• Monitor vendor service delivery and ensure coordination of services meets Baystate Health's expectations for quality, accuracy, and responsiveness.
• Provide consultation and guidance to employees, helping connect them with the appropriate resources and services at the right time.
• Build effective partnerships with internal departments, HR leadership, and external vendors to improve overall management experience.

Reporting, Auditing & Process Improvement

• Conduct routine audits of leave-related data from Kronos, Workday, and vendor systems to ensure accuracy and consistency.
• Compile, analyze, and develop meaningful reports to identify trends, discrepancies, and opportunities for improvement.
• Partner with the department manager, HR Business Partners, organizational leaders, and vendors to evaluate leave management outcomes and recommend process improvements.
• Assist with identifying organizational trends and developing strategies to improve leave administration and operational effectiveness.
• Support the development and maintenance of employee and manager leave checklists, intranet resources, and open enrollment materials.
• Perform other duties as assigned.

SCHEDULE:

• Full-time
• Monday through Friday – 8:00am-4:30pm
• Occasionally weekend before payroll Mondays

LOCATION:

• 2 Medical Center Drive, Springfield MA
• Hybrid Work Opportunity after sufficient orientation (90 days)–
• 3 days a week on-site required. Candidate MUST reside in MA or CT

QUALIFICATIONS:

• High School Diploma or GED, required
• Minimum of 3 years of professional experience in one or more of the following areas:
• Disability and leave administration.
• Workers' compensation.
• Human Resources generalist or HR consulting.
• Experience with database administration and HR management systems, such as Workday.
• Experience coordinating employee leave, disability, or workers' compensation claims in a complex organization.
• Familiarity with multi-state leave administration and applicable employment regulations.

Skills & Competencies

• Knowledge of employment laws and regulations related to employee leave and disability, including FMLA, ADA, Massachusetts and Connecticut leave and workers' compensation requirements, pregnancy discrimination protections, and veterans' rights.
• Strong computer skills, including Microsoft Office, Excel, Workday, and other HR information systems.
• Demonstrated ability to compile, organize, analyze, and report data using tools such as Excel Data Analysis and Developer features.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build productive relationships with employees, managers, internal partners, and external vendors.
• Demonstrated analytical, critical-thinking, and problem-solving abilities.
• Exceptional attention to detail, organization, and follow-through.
• Ability to handle confidential and sensitive employee information with professionalism, discretion, and compassion.
• Ability to manage multiple claims and competing priorities in a fast-paced environment.

Education:

GED or HiSET (Required)

Certifications:

Certified Employee Benefit Specialist - International Foundation of Employee Benefit PlansInternational Foundation of Employee Benefit PlansInternational Foundation of Employee Benefit Plans, Human Resource Professional - Society of Human Resource ManagementSociety of Human Resource ManagementSociety of Human Resource Management

Compensation

Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum $60,944.00 - $70,054.00 - $82,846.00

Equal Employment Opportunity Employer Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.