ADA Accommodations Coordinator

The ADA Coordinator supports the administration and coordination PWFA and state-law "Americans with Disabilities Act (ADA), PWFA, and state-law accommodation matters. This role serves as a central point of contact for intake, documentation, case tracking, and cross-functional communication, ensuring timely and compliant progression of accommodation requests through the interactive process. The ADA Coordinator works closely with ADA Specialists, HRBPs, People Leaders, and third-party vendors such as The Hartford to facilitate efficient case management and maintain accurate records. This position plays a critical operational role in protecting the organization from compliance risk while supporting a positive and equitable teammate experience.

Job Will Remain Open Until Filled

#LI-TS1

#LI-Remote

Responsibilities

• Manage and monitor shared ADA team inboxes and case tracking systems by assigning incoming accommodation cases and tickets, maintaining organized logs and documentation, and ensuring all case files are properly prepared and up to date for specialist review
• Coordinate and support the interactive process for ADA accommodation and leave-related requests by gathering information, collecting information, ensuring documentation is complete, updating case records, and coordinating case progression according to established procedures
• Serve as a liaison between employees, People Leaders, HRBPs, The Hartford, and Benefits teams by responding to general process-navigation questions, routing complex or escalated matters to the appropriate ADA Specialist, and facilitating clear communication regarding accommodation and leave next steps
• Support medical documentation management by sending clarification inquiries, tracking return deadlines, following up on incomplete submissions, ensuring all required forms are complete prior to specialist review, and coordinating document submission with third-party vendors
• Monitor and escalate urgent, high-risk, or sensitive ADA accommodation and leave matters by identifying requests that meet established escalation criteria and promptly notifying ADA Specialists or leadership according to documented procedures
• Support reporting and metrics functions by pulling weekly and monthly case reports, tracking workload metrics, case aging, and backlog data, assisting with audit preparation and reporting requests, and contributing to the identification of workflow inefficiencies and process improvement opportunities
• Contribute to team knowledge and compliance readiness by assisting with preparation, maintenance, and distribution of training materials and standard operating procedures for HRBPs and People Leaders on ADA compliance and best practices, and by helping to maintain standard operating procedures and process documentation

Qualifications

• Education Requirements: Bachelor's degree (Bachelor's degree in Human Resources, Business, Psychology, or a related field preferred)
• Experience Requirements: 2-4 years experience in relevant field
• Travel requirement: No travel requirements

Supervisor Responsibility

Direct Reports: This position does not have supervisory responsibilities for direct reports

Indirect Reports: Does not have direct reports, but may delegate work of others and provide guidance, direction and mentoring to indirect reports

Required Knowledge and Skills

• Basic understanding of HR, leave administration, accommodation, or employee support processes
• Knowledge of ADA and FMLA regulations may be acquired through training and on-the-job experience
• Proficiency with case management systems, HRIS platforms, and Microsoft Office Suite; experience with ticketing or workflow tools preferred
• Strong organizational skills with the ability to manage a high volume of concurrent cases, track deadlines, and prioritize effectively in a fast-paced environment
• Effective written and verbal communication skills, including the ability to communicate clearly and empathetically with employees, managers, HR partners, and third-party vendors
• Demonstrated ability to handle sensitive, confidential, and legally significant information with discretion and sound judgment, including knowing when to escalate matters outside one's scope

Environmental & Physical Requirements

Office / Sedentary Requirements: Incumbent must be able to perform the essential functions of the job. Work is performed primarily in an office environment. Typically, requires the ability to sit for extended periods of time (66%+ each day), ability to hear telephone, ability to enter data on a computer and may require the ability to lift up to 10lbs.

Additional Information Regarding Job Duties

Job duties include additional responsibilities as assigned by one's supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities, subject to applicable law. The Company shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by law.