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Job Summary

This position is primarily responsible for administering Caltech (Campus) and JPL (Lab) locations’ Workers' Compensation processes. Additional responsibilities include the administration of the leave of absence and ADA administration for Campus. This role provides excellent customer service to Campus and Lab staff, providing necessary and timely information as needed, and assisting staff through the Workers’ Compensation, leave of absence and ADA processes. 

This role makes decisions regarding administering Worker’s Compensation claims, advising Caltech’s Third Party Administrator (TPA) regarding response and support of claims, and ensuring claims move effectively to closure. This position reports directly to the Disability and Leave Administration Unit (DLAU) Manager.

Job Duties

• Implement and administer the staff and postdoctoral scholar Workers’ Compensation programs for Campus and Lab
• Directly advise the activities of Caltech’s Third Party Administrator (TPA), advising regarding claims processing and ensuring the TPA is providing effective support and service to both staff and the Institute
• Directly advise the activities of Caltech’s Workers’ Compensation medical clinics’ services, ensuring the clinics provide timely and effective support to both staff and the Institute
• Assists with the administration of staff and postdoc leaves of absence.  Processes related transactions, including FMLA calculations.  Takes the lead with facilitating and documenting the ADA interactive process for staff and postdocs
• Make necessary efforts to return injured workers to full duty or modified work as soon as possible. When necessary, assign nurse case managers and rehabilitation specialists. Arrange for independent medical examinations when appropriate
• Respond to and resolve difficult and sensitive inquiries and complaints; evaluate problems and take appropriate action to resolve issues/concerns; advise injured employees of their benefits
• Attends claims audits, workers compensation hearings, manage third party subrogation cases to seek reimbursement from third parties, attend claims reviews, meetings, and training sessions
• Work collaboratively with Caltech Environmental Health and Safety (EHS) to ensure injury and illness data is reported and effectively analyzed for reduction and/or prevention of future injuries and illnesses
• Collect data specific to Workers’ Compensation and return to work processes
• Provide guidance to management regarding Workers’ Compensation processes as they relate to the manager’s/supervisor’s employees
• Maintain and expand knowledge and understanding of existing and proposed federal and state laws/regulations affecting Workers’ Compensation
• 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
• Participate in special projects, committees, and any efforts to further collaborate with the Caltech community
• Interact effectively with members of the Institute's General Counsel's office, seeking advice and counsel
• 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
• 3 to 5 years’ experience in facilitating Workers’ Compensation processes within a Human Resources environment
• Experience working directly with and effectively advising a Third Party Administrator’s (TPA’s) case management as well as Workers’ Compensation clinic service providers
• Experience effectively communicating and working with all levels of staff and/or customers while maintaining a professional demeanor and exercising good judgment
• Ability to adapt to a fast paced continually changing business and work environment while managing multiple priorities
• Must possess excellent verbal and written skills
• Must have a working knowledge of current legal issues, federal and state laws, and policies and procedures as they apply to Workers’ Compensation
• Have an appreciation for Caltech's unique mission and values and be able to articulate it with both internal and external customers
• Experience handling ADA cases and interactive processes
• Experience administering leaves of absence, including Family Medical Leave Act (FMLA), Pregnancy, California Family Rights Act (CFRA) etc.

Preferred Qualifications

• Masters degree in a human resources, business, leadership or related field and 5+ years of directly related work experience
• Experience working in higher education institutions
• Oracle and Kronos experience
• Bilingual (Spanish/English), both spoken and written

Required Documents

• Resume
• Cover Letter