Disability Coordinator

1100 Baystate Administrative Svc.; United States; Hybrid; USD 61,000 - 83,000; Full time

Job summary

Baystate Health is seeking an experienced Leave Management Coordinator to oversee employee medical, family, and disability leaves across the organization. You will guide employees and managers through applications and claims, coordinate with vendors, and ensure accurate timekeeping and documentation.

The role requires 3+ years in leave administration, strong knowledge of FMLA/ADA and multi‑state regulations, and proficiency with Workday and Kronos. Hybrid schedule; must reside in MA or CT.

Qualifications

• High School Diploma or GED, required.
• Minimum of 3 years of professional experience in disability/leave administration or HR.
• Experience with Workday and Kronos in a complex organization.
• Knowledge of multi‑state leave regulations and employment laws.

Responsibilities

• Leave & Disability Administration: manage medical, family and disability leaves; coordinate with vendors and internal teams.
• Return‑to‑Work & cross‑functional coordination with HR partners and health services.
• Vendor & Stakeholder Management: liaison to vendors; ensure data accuracy and service quality.
• Reporting, Auditing & Process Improvement: audits, reports, and process improvements.

Skills

Leave & disability administration

Regulatory knowledge (FMLA/ADA/MA/CT)

Data analysis

Communication

Confidentiality & discretion

Cross-functional collaboration

Vendor management

Education

GED or HiSET

Tools

Workday

Kronos

Excel

Job description

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 Plans
• International Foundation of Employee Benefit Plans
• Human Resource Professional – Society of Human Resource Management
• Society of Human Resource Management
• Society of Human Resource Management

COMPENSATION

The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typicaly, 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.

ABOUT BAYSTATE HEALTH

Baystate Health is a not‑for‑profit, integrated healthcare system with hospitals, physician practices, a health plan and more serving over 800,000 people throughout western New England. Baystate Health is the safety net provider in Western Massachusetts. With roots dating to the founding of Springfield Hospital in 1883, Baystate Health has been providing high‑quality, compassionate and accessible care in the Pioneer Valley for more than 140 years and continues to be a pillar of its community - rooted here, serving here, and helping generations thrive here. With a focus on advancing health for all, Baystate is not only a keystone of the region, it is a national leader in health care. Learn more at BaystateHealth.Org The ever‑growing health system includes six Massachusetts hospitals:

• Baystate Medical Center in Springfield
• Baystate Children’s Hospital (located at Baystate Medical Center)
• Baystate Franklin Medical Center in Greenfield
• Baystate Wing Hospital in Palmer
• Baystate Noble Hospital in Westfield
• Baystate Mercy Hospital in Springfield