Job Description

Type of Appointment: Full-Time, At Will

Job Classification: Administrator I

Anticipated Hiring Range: $105,000 - $113,136 annually (Commensurate with skills and qualifications)

Work Schedule: Monday - Friday, 8:00 am -5:00 pm

THE DEPARTMENT:

Within the President's Office, the Office of Employee/Labor Relations & Compliance serves the University as a strategic partner and a cluster of key resource offices in support of the University's strategic initiative to advance organizational development and employee excellence by developing proactive strategies and solutions in addressing Employee/Labor Relation and HR compliance opportunities that integrates compliance strategy with workforce sustainability and operational excellence; programs include the Office of ADA/Reasonable Accommodation, Office of Employee/Labor Relations, Office of HR Policy, and Office of Workers’ Compensation and Occupational Health programs. ELRC enables Cal Poly Pomona to deliver on CSU Forward’s vision of a transformed public university system that demonstrates professional excellence, operational integrity, and institutional accountability. As a trusted campuswide partner, ELRC advances a deeply coordinated compliance and workforce strategy that extends well beyond regulatory adherence. By integrating compliance, labor strategy, policy governance, accessibility, and risk mitigation, ELRC strengthens operational effectiveness while proactively reducing legal and financial exposure. Recognizing the intersection of a unionized workforce, employee matters, disability accommodation, workplace injuries, occupational health, and policy implementation, ELRC drives continuous improvement across systems and practices, ensuring fair, consistent decision-making that supports strategy, institutional integrity, workforce stability, leadership effectiveness, and, by extension, student success.

DUTIES AND RESPONSIBILITIES:

Workers' Compensation Program Administration:

• Operates independently as the primary administration and oversight of the University’s Workers’ Compensation, Pre-employment, and Fitness-For-Duty health programs.
• Leads initiatives, projects, and other implementation efforts using advanced communication and listening skills; evaluates and sets work priorities; schedules and assigns work; reviews work against standards and provides performance feedback; and determines training needs and trains staff.
• Provides functional leadership through program governance, strategic direction, and influence across departments.
• Establish and oversee workers' compensation procedures and processes for employee groups as determined by CSURM/CPP (e.g. student live-in, resident advisors, student programs, etc.,)
• Provide regular executive-level reports on program performance, claim trends, cost drivers, and progress made toward strategic objectives.
• Advise the AVP on workers' compensation strategy, risk exposure, policy development, and complex case matters.
• Partner with Employee/Labor Relations & Compliance and campus stakeholders to align policies and practices with California workers’ compensation laws and best practices.
• Analyze, interpret, and apply new and/or existing employee group terms and conditions of employment to ensure the workers’ compensation process is accurately applied.
• Develop and implement programmatic changes and procedural and policy changes as necessary.
• Proactively maintain compliance with applicable state laws, regulations, and technical guidance issued by the Office of the Chancellor.
• Oversee and manage the University’s workers’ compensation claims portfolio, including complex and litigated cases.
• Proactively and independently investigate claims and advise the third-party claims administrator (Sedgwick Claims Management Services) regarding circumstances affecting claim outcomes. Independently attend and represent the University at workers' compensation depositions, hearings, and trials as the University's employer representative. Independently communicate to managers and supervisors the prescribed temporary work restrictions.
• Assist the manager or supervisor with evaluating temporary work restrictions and developing the Transitional Work Plan. Initiate and guide the interactive process when work restrictions are prescribed.
• Prepare managers and supervisors for interactions with injured workers and develop strategic communications as necessary.
• Initiate and guide the interactive process for employees with temporary work restrictions. Exercise independent judgment while strategically collaborating with claims adjusters and legal counsel.
• Develop pertinent documentation to support settlement authorization requests and advise leadership on the resolution strategy. Independently advise and interact with legal counsel on a regular basis regarding litigated claims. Strategically collaborate with claims adjusters, Hudson Claims Consulting, and legal counsel regarding case strategy and settlement negotiations. Maintain ongoing coordination with industrial medical clinic(s) and, where appropriate, other medical personnel regarding the status of treatment.
• Work closely with the third-party claims administrator (Sedgwick CMS) to coordinate the University’s Workers’ Compensation caseload.

Manage Pre-Employment Health Screening Program and Fitness-For-Duty:

• Develop and Oversee the Pre-Employment and Fitness-For-Duty Health Screening Program
• Ensure compliance with applicable federal and state laws and bargaining agreement policies; monitor regulatory changes and implement necessary program updates. Develop and maintain policies, procedures, and internal controls to ensure consistent, equitable, and legally defensible screening practices across academic and administrative units.
• Serve as a consultative resource to EODA and hiring managers regarding eligibility determinations, liability considerations, and complex screening outcomes.
• Evaluate and adjudicate sensitive or high-risk screening results in collaboration with EODA leadership and legal counsel, applying institutional risk assessment and sound judgment.
• Oversee vendor relationships to ensure service quality, confidentiality, data security, and contractual compliance.
• Establish reporting metrics and monitor processing timelines, clearance rates, and compliance indicators to improve efficiency and reduce onboarding delays.
• Conduct periodic program reviews and audits to strengthen compliance, mitigate risk, and enhance the candidate experience while supporting the University’s academic mission.

Develop and Provide Program Communications:

• Serves as the University's primary point of contact for sensitive workers' compensation, pre-employment, and fitness-for-duty matters, exercising tact and judgment with claimants, providers, management, administrators, and legal representatives.
• Advises managers and supervisors on employee communications, work restrictions, the interactive process, and return-to-work expectations; maintains strict confidentiality of health records and claim information in accordance with privacy laws.
• Facilitates structured communication among injured employees, supervisors, Payroll, and other units on benefits, leave, transitional work, and case status; develops executive-level summaries and reports on claims activity and trends.
• In consultation with the AVP, designs and delivers training on Workers' Compensation, Return-to-Work, and Fitness-For-Duty programs, including targeted training for Student/Academic Affairs stakeholders overseeing live-in student leaders. Provides guidance to staff accessing confidential information on liability, privacy, and reporting obligations. Maintains current knowledge of program developments and develops reference guides and orientation materials on employee rights and supervisory responsibilities.

Manage the University's Return-to-Work Program:

• Interprets medical documentation and work status reports to determine accommodations and transitional assignments; leads RTW planning with HR, supervisors, providers, legal counsel, Payroll, and EH&S.

  Coordinates with EH&S on OSHA reporting, workplace/ergonomic evaluations, and occupational hazard mitigation; advises leadership on high-risk RTW cases involving permanent restrictions, litigation, or operational impact.

Serve as backup ADA Coordinator:

• Helps ensure University compliance with the ADA, Sections 503/504 of the Rehabilitation Act, FEHA, and related disability-access laws.

  Provides guidance to managers, supervisors, and faculty on employment, academic, and residential accommodations; engages in the interactive process and develops individualized accommodation plans (IAPs); manages ongoing IAP case service.

  Maintains accurate, confidential ADA records and quarterly compliance tracking, including Disability Services student statistics.

QUALIFICATIONS:

• Bachelor's Degree - Education/experience equivalent to a bachelor's degree from a four-year college or university in business administration, human resources, public administration, occupational health, industrial relations, risk management, healthcare administration, occupational safety, nursing, public health, or a related field.
• Five years of progressively responsible experience administering Workers' Compensation claims, Pre-Employment Exam Programs, and Fitness-for-Duty coordination, including independently managing complex cases.
• Experience leading an integrated workers' compensation, disability management, occupational health, leave administration, or accommodation program, including developing and administering related policies and ensuring regulatory compliance and operational consistency.
• Experience coordinating return-to-work/disability management processes, interpreting applicable laws, and consulting with management on complex employee health and injury matters.
• Experience managing vendor relationships (third-party administrators, occupational health providers, consultants).
• Experience analyzing program performance data, including claims analytics, KPIs, and dashboards, and preparing management reports and recommendations for leadership.
• Knowledge of California Labor Code, FEHA, ADA, FMLA/CFRA, OSHA reporting, IDL/TD and disability benefits administration, utilization review, and California workers' compensation claims practices.
• Knowledge of occupational health administration and medical confidentiality requirements (HIPAA, CMIA, record retention); collective bargaining impacts on workers' comp, leave, and RTW programs; claims analytics and risk/loss-prevention methodologies; CSU policies, CSURMA/CSURM standards, and project/change management principles.
• Ability to interpret and apply laws and policies; analyze complex medical, legal, and operational information to develop compliant solutions balancing employee well-being and institutional needs.
• Ability to lead cross-functional initiatives and build partnerships across leadership, labor, legal, medical, and administrative stakeholders without direct authority.
• Ability to prepare and present executive-level reports and data-informed recommendations; serve as a trusted advisor on regulatory compliance, risk exposure, and program strategy.
• Ability to manage multiple priorities in a highly regulated environment with accuracy and confidentiality; exercise diplomacy and sound judgment on sensitive employee and labor relations matters.
• Exceptional written, verbal, and presentation skills, including communicating complex medical/legal/regulatory information across audiences.
• Strong analytical and problem-solving skills, with the ability to make timely, defensible decisions amid competing priorities and institutional risk.
• Demonstrated independence, initiative, discretion, and sound judgment, balanced with strong collaborative ability across organizational boundaries.

PREFERRED QUALIFICATIONS:

• Experience working within California State University or another public higher education institution, public agency, healthcare system, or similarly complex and highly regulated organization Workers' Compensation Certificate or professional designation such as Workers' Compensation Claims Professional (WCCP), Certified Disability Management Specialist (CDMS), Certified Leave Management Specialist (CLMS), Associate in Risk Management (ARM), or similar occupational health, disability management, or risk management credential.
• Five years of progressively responsible experience involving Workers' Compensation claims management within a large, complex, unionized, public-sector, higher education environment or a similarly regulated environment.
• Knowledge of viaOne Claims Management System Software Experience with CSU collective bargaining agreements, CMS PeopleSoft, and CHRS applications preferred. Hands-on experience with PeopleSoft Workforce Administration and Absence Management processes is also preferred.
• Experience administering comprehensive return-to-work, transitional work, disability management, occupational health, or fitness-for-duty programs.
• Experience collaborating with CSU third-party administrators, legal counsel, occupational health providers, and risk management professionals on complex and litigated claims. Experience developing and delivering management training related to workers' compensation, return-to-work obligations, disability management, workplace injury prevention, and regulatory compliance.
• Experience leading an integrated disability management, occupational health, or workforce health program within a complex organization

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This position is part of the Management Personnel Plan (MPP) M80. The CSU Classification Standards for this position are located on the CSU Classification Standards websiteThe CSU Salary Schedule is located on the CSU Salary Schedule website The classification salary range for this position according to the respective skill level is: minimum $4,135 and maximum $12,288 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request. For more information, go to the Outside Employment Disclosure policy

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu For more information, go to Employment Notices

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.