Leave of Absence Manager

Hub Group; Oak Brook (IL); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

Medical

Dental

Vision

FSA

EAP

Life/AD&D Insurance

Disability

Paid Time Off

Paid Holidays

Job summary

Hub Group is seeking an experienced Leave Administration & Case Management specialist to drive end-to-end leave programs across the workforce, including FMLA, ADA, PWFA, USERRA, and disability leaves.

You will partner with HR, Payroll, Safety, Legal, and external vendors to ensure timely intake, accurate disclosures, and compliant return-to-work actions for drivers, warehouse staff, and corporate teammates.

Qualifications

• Bachelor’s degree in HR, business administration, or related field preferred.
• 5+ years of experience administering leave, disability, and workplace accommodations in high-volume settings.
• Experience handling complex ADA accommodations and interactive process management.
• Experience supervising third-party leave vendors and disability carriers.
• Knowledge of multi-state leave laws, drivers, and DOT requirements.

Responsibilities

• Oversee administration of leave programs including FMLA, ADA, PWFA, USERRA, and disability leaves.
• Facilitate intake of leave requests and oversee claims from initiation to return-to-work.
• Manage complex leave cases and ensure policy and regulatory compliance.
• Act as primary contact for employees, managers, HR, Payroll, Safety, Legal, and vendors.
• Coordinate return-to-work and fitness-for-duty processes, including DOT compliance for drivers.
• Lead ADA/workplace accommodation processes and track documentation and follow-ups.

Skills

Attention to detail

Analytical thinking

Problem solving

Communication skills

Time management

Customer service

Education

Bachelor’s degree in HR / Business

Tools

Oracle HCM

Dayforce

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

• Oversee the administration of leave programs, including but not limited to FMLA, ADA, PWFA, USERRA, parental leave, personal leave, military leave, state and local leave programs, and disability-related leaves.
• Facilitate the intake of leave requests, ensure applicable notices and forms are provided by vendor, and oversee claims from initiation through return-to-work.
• Manage complex and escalated leave cases while ensuring consistent application of Company policies and applicable laws across employee populations.
• Serve as the primary point of contact and escalation resource for employees, managers, HR Advisors, Payroll, Safety, Legal, and vendor partners.
• Establish and maintain accurate, timely, and professional written and verbal communications with employees throughout the leave process.
• Coordinate return-to-work and fitness-for-duty processes with employees and managers, including adherence to Department of Transportation (DOT) regulations for drivers.
• Support continuous improvement efforts and process enhancements within leave administration programs

Job Description

Essential Job Functions

Leave Administration & Case Management

• Oversee the administration of leave programs, including but not limited to FMLA, ADA, PWFA, USERRA, parental leave, personal leave, military leave, state and local leave programs, and disability-related leaves.
• Facilitate the intake of leave requests, ensure applicable notices and forms are provided by vendor, and oversee claims from initiation through return-to-work.
• Manage complex and escalated leave cases while ensuring consistent application of Company policies and applicable laws across employee populations.
• Serve as the primary point of contact and escalation resource for employees, managers, HR Advisors, Payroll, Safety, Legal, and vendor partners.
• Establish and maintain accurate, timely, and professional written and verbal communications with employees throughout the leave process.
• Coordinate return-to-work and fitness-for-duty processes with employees and managers, including adherence to Department of Transportation (DOT) regulations for drivers.
• Support continuous improvement efforts and process enhancements within leave administration programs

ADA & Workplace Accommodation Management

• Lead the interactive process for ADA and other workplace accommodation requests, including coordination with the employee, manager, healthcare provider, Human Resources, and internal Legal counsel.
• Evaluate accommodation requests and coordinate reasonable accommodations while balancing employee needs, operational requirements, and legal obligations.
• Maintain complete and accurate accommodation documentation and ensure compliance with federal, state, and local requirements.
• Track accommodation requests and ensure appropriate follow-up occurs in a timely manner.
• Provide guidance to managers and HR teams regarding accommodation responsibilities, documentation, and best practices.

Vendor Management and Program Oversite

• Serve as the primary contact for third-party leave administration vendors and disability carriers.
• Conduct regular audits and operational reviews of vendor processes, leave cases, and documentation quality.
• Escalate and resolve complex employee, claim, and operational issues with vendor partners and drive corrective action when service gaps are identified.
• Participate in vendor evaluations, implementations, renewals, and process optimization initiatives.

Compliance and Risk Management

• Ensure compliance with federal, state, and local leave laws, disability programs, and Company policies.
• Monitor legislative and regulatory developments and recommend policy, communication, or process updates as needed.
• Audit leave cases and documentation for accuracy, consistency, data integrity, and regulatory compliance.
• Partner with Legal, Human Resources, and business leaders to mitigate risk and resolve complex leave and accommodation matters.
• Maintain confidentiality and protect sensitive employee and medical information.

Employee, Manager, and HR Consultation

• Serve as a trusted advisor to employees, managers, HR teams, and business leaders on leave, disability, accommodation, and return-to-work matters.
• Provide guidance to HR and management teams on leave policies, procedures, legal requirements, and manager responsibilities

Minimum Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• 5+ years of progressively responsible experience administering leave of absence, disability, and workplace accommodation programs in a high-volume environment.
• Demonstrated experience managing complex ADA accommodations and leading the interactive process.
• Experience managing third-party leave administration vendors and disability carriers.
• Experience supporting a multi-state workforce and diverse employee populations, including drivers, warehouse employees, hourly employees, and corporate team members.
• Advanced knowledge of federal and state leave laws, including FMLA, ADA, PWFA, USERRA, and applicable state and local leave requirements, as well as group disability benefit plans.
• Strong understanding of return-to-work programs, fitness-for-duty requirements, and DOT requirements affecting drivers.
• Excellent organizational and time management skills with the ability to manage multiple priorities and complex cases.
• Strong attention to detail, analytical thinking, problem-solving, and decision-making skills.
• Ability to work effectively in a highly confidential environment and appropriately safeguard sensitive information.
• Excellent customer service, written communication, interpersonal, and verbal communication skills, including the ability to handle difficult conversations with professionalism.
• Ability to influence and collaborate effectively without direct supervisory authority.
• Proficiency in Microsoft Word, Excel, and Outlook. Prior experience with Oracle HCM, Dayforce, or another HRIS is highly desired.

Salary: up to$85,000/year base salary + bonus eligibility

This is an estimated range based on the circumstances at the time of posting, however, may change based on a combination of factors, including but not limited to skills, experience, education, market factors, geographical location, budget, and demand

Benefits

We offer a comprehensive benefits plan including:

• Medical
• Dental
• Vision
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Life & AD&D Insurance
• Disability
• Paid Time Off
• Paid Holidays