ADA Compliance Specialist

ADA Compliance Specialist

This position is expected to be on site in Downtown Salt Lake City office at least three days per week with the opportunity to work hybrid.

Job Summary

ADA Compliance Specialist

The ADA Compliance Specialist serves as a subject‑matter expert on workplace accommodations, accessibility, and compliance under Title I of the Americans with Disabilities Act ( ADA ), the Pregnant Workers Fairness Act ( PWFA ), and Title VII religious‑accommodation requirements. This role provides consultative guidance to employees and supervisors, conducts individualized assessments, and ensures the University’s accommodation processes are consistent, timely, and supportive.

A significant portion of this role involves high‑volume customer service, including responding to calls and emails from employees and managers seeking help understanding the University’s accommodation process or needing redirection to other programs such as University leave programs and Disability Insurance.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

Responsibilities

• Accommodation Coordination — Manage ADA , PWFA , and Title VII accommodation requests from intake through resolution, including interactive process discussions, documentation review ( ADA / PWFA ), and assessment of sincerely held religious beliefs (Title VII ).

• Employee Consultation — Provide high‑quality customer service by responding to frequent calls and emails from employees seeking guidance on the accommodation process. Facilitate the interactive process through written communication, phone consultations, and virtual or in-person meetings, ensuring employees understand their options and next steps. Redirect individuals to other University programs as appropriate.

• Case Analysis — Conduct individualized assessments, evaluate essential job functions, request and evaluate medical documentation when appropriate, and prepare defensible written analyses for ADA , PWFA , and Title VII cases. Utilize information gathered throughout the interactive process to make accommodation determinations. Maintain strict confidentiality throughout the interactive process and documentation review.

• Supervisor Consultation — Partner with supervisors to conduct operational reviews that assess coverage needs, workflow impacts, essential functions, and feasibility of proposed accommodations. Provide clear guidance to help supervisors understand their responsibilities under ADA , PWFA , and Title VII , including confidentiality requirements, documentation expectations, and the legal standards for undue hardship ( ADA / PWFA ) and substantial burden (Title VII ). Support supervisors in implementing accommodations appropriately and consistently.

• Documentation & Compliance — Maintain accurate, defensible, and timely documentation in the University’s case-management system throughout all stages of ADA , PWFA , and Title VII accommodation requests. Ensure case notes, communications, analysis, and determinations are updated live and reflect the full interactive process. Draft provider clarification letters ( ADA / PWFA ), religious accommodation determinations (Title VII ), operational review questionnaires, and case summaries aligned with federal regulations and University policy. Protect confidentiality and ensure all case materials are stored and managed according to regulatory and University privacy standards.

• Job Reassignment Facilitation – Facilitate the University’s job reassignment process as an ADA / PWFA accommodation when appropriate, including explaining eligibility, coordinating required documentation, consulting with hiring managers, guiding employees through the vacancy search period, and communicating outcomes.

• Training & Education — Deliver training to departments on ADA Title I, PWFA , Title VII religious accommodations, University request process, essential‑function analysis, and inclusive workplace practices.

• Process Improvement — Identify opportunities to streamline workflows, improve documentation, and strengthen consistency across cases.

• Collaboration — Partner with HR teams, OEO /EO, Risk Management, and campus leadership to support accessibility and employee wellbeing.

• Minimum Qualifications

• Compliance Specialist, II: Requires a bachelor’s (or equivalency) + 4 years or a master’s (or equivalency) + 2 years of directly related work experience.

• Demonstrated knowledge of ADA Title I, PWFA , and Title VII religious‑accommodation standards.

• Experience conducting interviews, assessments, or case management.

• Strong writing skills with ability to produce clear, defensible documentation.

• Demonstrated ability to provide high‑volume, empathetic customer service.

• EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).

• Preferences

• Experience in higher education or public‑sector HR.

• Familiarity with accommodation documentation, essential‑function analysis, and operational review.

• Ability to navigate complex, sensitive situations with empathy and professionalism.

• Bilingual English/Spanish communication skills.

• Type Benefited Staff

• Special Instructions Summary

• Additional Information

• The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). From time to time, questions regarding URS post-retirement rules may arise.

• This position may require the successful completion of a criminal background check and/or drug screen.

• The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

• Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

• Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

• To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.