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Position Summary

The Leave and Accommodation Administrator serves as the subject matter expert for all leave of absence and workplace accommodation programs, including FMLA, Paid Leave Oregon, Washington Paid Family & Medical Leave, ADA, and company specific policies. This role manages the full lifecycle of employee leaves and accommodations, from intake to return-to-work, ensuring compliance with federal and state regulations while providing a positive employee experience. The Administrator also provides backup support to the Benefits & Leave Supervisor as needed, and partners closely with HR, legal, payroll, and department leaders to ensure consistent, accurate, and confidential handing of leave and accommodation matters.

Essential Position Functions

+ Provides employees and managers information about the organization's leave programs, including maternity or paternity leave, medical or disability leave, military leave or unpaid leave.

+ Manages ADA job accommodation requests and the interactive process with employees and managers when employees request an accommodation to their job and essential functions of their position.

+ Maintains continuous communication with employees and managers throughout the leave, interactive process and return to work.

+ Educates managers and leadership teams on leave and accommodation processes, legal obligations, and best practices to ensure compliance and consistent application of policies.

+ Develops and facilitates training sessions or informational materials for managers and employees regarding FMLA, state leave programs, ADA, and related company policies.

+ Able to have crucial conversations with employees and managers when issues or concerns arise.

+ Aids employees and supervisors in completing required leave of absence paperwork or paperwork for a job accommodation request and reviews documents for accuracy and compliance.

+ Analyzes leave claims or requests, determines employee eligibility, communicates updates to supervisors on employee's leave of absence or return to work status as well as manages employees return to work or separation of employment.

+ Records and tracks all leaves and adjusts time or pay and employment status in the HRIS, payroll or HCM systems as needed.

+ Maintains accurate leave and accommodation records in HRIS and reporting systems; generates and analyzes reports to identify trends, ensure data integrity, and support business decisions.

+ Supports human resource and management teams by providing reports related to employees leave of absences.

+ Monitors changes in federal and state leave and accommodation laws and recommends policy or process updates to maintain compliance.

+ Assists in the development and revision of leave and accommodation policies, forms and communications to reflect current regulatory requirements.

+ Routinely audits and reviews to ensure our leave of absence and ADA interactive processes are compliant with internal policies, external regulations and relevant state and federal laws.

+ Provides compassionate, confidential, and timely support to employees navigating medical, family, or personal leave needs.

+ Partners with HR colleagues, department leaders, and Legal to ensure consistent handling of complex leave and accommodation cases and to promote understanding, trust and transparency in the process.

Education & Experience

Bachelor’s degree in Human Resource, Business Administration or a related field and 4 to 6 years’ experience administering leave of absence case management, OR equivalent combination of education and experience which will provide the ability to perform the essential functions of the position. Multi-State leave administration experience preferred. Experience in healthcare is strongly preferred.

Licenses, Certificates & Registrations

+ PHR, SHRM-CP, CEBS, or other HR certification a plus.

Expected hourly range for this position depending on experience:

$83,000—$95,000 USD

Compensation

The actual base pay offered to the successful candidate will be based on multiple factors, including but not limited to education, job-related knowledge/skills, experience, geographical location, and internal equity.

This position is also eligible for incentive pay in accordance with the terms of the Company’s plan.

Company Benefits

Willamette Dental offers the following benefits for this position, subject to applicable eligibility requirements: medical, dental and vision insurance, tuition reimbursement, flexible spending accounts, 401(k) retirement plan with 5% match, accidental death and dismemberment insurance, life insurance, voluntary disability insurance, commuter benefits, two complimentary pairs of Fig scrubs (clinical roles), and employee assistance program.

Paid Time Off (PTO): Eligible employees will accrue a minimum of 120 PTO hours per employment year in addition to seven paid holidays annually. The Company’s PTO program combines vacation and sick leave, which is more generous than Washington State’s Sick Leave Law.

Physical Requirements

The work is primarily performed while sitting and/or standing, but will require occasional walking, bending, stooping and carrying light items such as papers, books, or other supplies. The incumbent uses a computer and other standard office equipment to complete tasks.

Willamette Dental is an equal opportunity employer.

We provide equal employment opportunities to all employees and applicants for employment without regard to an individual’s race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy-related condition, or any other classification protected by applicable federal, state or local laws.

This job description is not meant to be an all-inclusive list of duties and responsibilities, but constitutes a general definition of the position’s scope and function in the company.

This position may be exposed to PHI in the course of his/her duties, and will handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).