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Job Summary This position is responsible for the design, development, implementation and management of all disability, leave of absence, ADA interactive processes, Workers' Compensation, and return to work processes for Caltech staff and postdoctoral scholars (postdocs). The Workers' Compensation responsibilities include both Caltech (Campus) and JPL (lab). This position supervises the Disability and Leave Administration Unit (DLAU) team, and is an advisor to all levels of personnel and management.
Additional responsibilities can include employee relations discussions with both staff and management, in collaboration with the Employee and Organizational Development (EOD) staff. Design and administer training in disability, leave of absence, ADA interactive processes, Workers' Compensation, and return to work processes as a subject matter expert. This position reports directly to the Director of Employee and Organizational Development.
Job Duties -Design, develop, implement and manage the staff and postdoc disability, leaves of absence, Workers' Compensation and return to work programs -Supervise DLAU staff and advise regarding their day-to-day activities, as well as their professional development -Facilitate and document the American's with Disabilities Act (ADA) interactive process for staff and postdocs in compliance with applicable laws and guidelines -Manage and administer overall disability programs processes and communications to ensure compliance with ADA/ADAA, FMLA, PDA/PDL, CFRA and HIPAA, among other laws and guidelines -Manage claims with external carriers, if applicable, from employee's first report of injury to resolution (full cycle) -Review claims with industrial clinics and/or Third Party Administrator (TPA), to discuss cases and treatment plans -Ensure the employee receives the correct care for the injury and the employee returns to work as quickly as possible -Monitor performance of TPA and clinics for processes and outcomes -Take lead on managing and coordinating outside counsel for litigated Workers' Compensation claims, in collaboration with the Institute's Office of General Counsel -Take lead on ensuring the Institute's OSHA log is completed accurately and timely; ensure posted as required -Partner with the Institute's Environment, Health & Safety Office professionals, sharing work-related injury information, as appropriate, to determine trends and strategize solutions for injury cost/severity reduction -Process all payments and manage necessary financial requests, including letters of credit, etc., to ensure Workers' Compensation processes are funded appropriately -Responsible for appropriate administration of the DLAU budget -Collect data specific to disability, leave of absence, Workers' Compensation, and return to work processes -On an ongoing basis, analyze data, identify trends and advise regarding activities needed for improvements and to minimize Institute expense and risk -Provide guidance to management on interpretation of policies and laws related to absence management, ADA and Workers' Compensation -Respond to internal and/or external audit requests specific to leaves of absences, ADA, Workers' Compensation or other area that falls within the Disability and Leave Administration Unit -Serve as an employee relations advisor, as needed within the disability/leave of absence scope -Establish and maintain professional work relationships with personnel and management, which encourages them to seek advice from, and work with, Employee & Organizational Development in resolving workplace issues -Maintain and expand knowledge and understanding of existing and proposed federal and state laws/regulations affecting disability and leave management -Interpret appropriate laws and policies and advise management and/or employees accordingly -Actively participate in the development and implementation of Institute and human resources policies and procedures -Communicate, interpret and apply Institute policies and procedures as required -Work closely with outside agencies and represents the Institute at depositions and hearings as needed, including Workers' Compensation Appeals Board (WCAB) -On an ongoing basis, audit processes and make recommendations for process improvements -Other duties as required
Basic Qualifications - Bachelor's degree in Human Resources, or related field, or equivalent combination of education and/or work experience - Demonstrated extensive work experience in Human Resources including experience in the areas of disability and leave, ADA, and Workers' Compensation - 5 or more years of related work experience - A minimum of 2 years' experience working in a supervisory capacity, responsible for supervising and directing day to day activities of staff - Demonstrated knowledge of and skill in the application of Human Resources policies and practices as they apply to a medium to large organization -Knowledge of ADA, FMLA, CFRA, PDA/PDL laws -Demonstrated experience effectively communicating and working with all levels of employees and/or customers while maintaining a professional demeanor and exercising tact and good judgment -Ability to establish and maintain cooperative working relationships with staff and management -Demonstrated project management skills, including excellent decision-making, problem-solving, collaborative, and analytical skills -Ability to plan, organize, and review the work of others -Excellent verbal and written skills -High level of interpersonal and customer service skills are required; individual will be required to interact regularly with all levels of Institute personnel -Working knowledge of current legal issues, federal and state laws, and policies and procedures as they apply to human resources -The ability to work effectively with little direction and to make appropriate decisions based upon policy, accepted practices, and/or procedures -Must possess the ability to collaborate and find solutions with members throughout the Institute -Must be an expert problem-solver and have the ability to develop creative approaches and solutions that result in effective resolution of differences -General working knowledge Microsoft Office suite -An appreciation for Caltech's unique mission and values and be able to articulate it with both internal and external customers
Preferred Qualifications - Master's degree in a human resources, business, leadership or related field - 10+ years of directly related work experience - Experience working in higher education institutions - Management experience in a human resources environment - Oracle and Kronos experience
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.