Leave and Disability Accommodation Specialist

About the role

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Leave and Disability Accommodation Specialist ensures that University of Washington employees receive the support they need when life events—such as medical conditions, welcoming a new child, or military service—impact their work. Reporting to the Manager for Leave and Disability Accommodation, and in collaboration with HR Consultants, the Disability Services Office, and other experts, the specialist is the case manager for staff and student employee accommodation requests, ensuring the interactive process runs smoothly from start to finish. This includes clear communication with employees and departments, providing resources, and ensuring accommodations are implemented and tracked effectively. By fostering a supportive environment, the specialist helps both employees and departments understand the terms of accommodations and feel comfortable with the interactive process.

Leave and Disability Accommodation Specialists utilize their comprehensive knowledge of federal and state laws, and university policies to provide expert guidance on staff, student employee and academic personnel leave administration to their assigned departments. Using Workday, the specialist administers various leave programs, including FMLA, Family Care Act leave, military leave, shared leave, and disability leave, across all UW campuses.

Responsibilities

• Leave Administration (40%) Lead the administration of FMLA, FCA, UW Parental Leave, Faculty Sick Leave, and Shared Leave for Seattle, Tacoma, and Bothell campuses. This includes assessing medical documentation, determining eligibility, and processing requests while ensuring compliance with University, state, and federal requirements. Communicate decisions through email, Workday, and other methods, and maintain records, following up on incomplete paperwork and contacting healthcare providers when necessary. Advise and counsel staff, managers, and administrators on leave types, regulatory compliance, and policy requirements. Serve as an expert resource, conducting training and consultations for departments as needed.
• Disability Accommodation & Case Management (40%) Manage workplace accommodation requests for employees with disabilities, covering temporary, short-term, and permanent accommodations. Use sound judgment to interpret and apply relevant policies, and collaborate with employees, managers, HR Consultants, and other partners to develop individualized solutions. Prepare and manage disability leave correspondence, track deadlines, and ensure timely follow-up on accommodation implementation, including obtaining necessary medical documentation. Maintain confidentiality and compliance with federal and state regulations, and develop case management tracking methods and metrics for reporting.
• Program Coordination and Collaboration (10%) Actively participate in team meetings to ensure consistency in decision making across the institution and collaborate on process improvements. Work with Risk Management to facilitate Workers’ Compensation cases, providing information about restrictions and potential accommodations. Ensure accurate and timely communication with Risk Management, HR Consultants, and departments when new or updated information becomes available.
• Training and Communications (5%) Collaborate with client departments, Employee and Labor Relations, the Disability Services Office and