Visa Assistant

Position description

This is a full-time hybrid role that requires 3 day/week at the office in Assembly Row, Somerville.

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women’s Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research. 

We’re focused on a people-first culture for our system’s patients and our professional family. That’s why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees’ personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development—and we recognize success at every step. 

Our employees use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration. 

This Visa Assistant role primarily assists with management of the Mass General Brigham J-1 Exchange Visitor program, requests for the Harvard J-1 intern program and processing of H-1B documents.

Essential Functions:

1. Review Alerts in SEVIS to see if anyone needs to be urgently validated. Follow-up with department contacts of people who have not checked in.
2. Assign J cases to advisors
3. Validate new arrives SEVIS, register them for international orientation and confirm uploaded documents are correct and valid for participation in the J-1 program.
4. Present at international orientation as part of a regular rotation of facilitators.
5. Manager orientation attendance and follow-up, including travel signatures.
6. Process J Program Date Revisions/Errors -for incoming J-1 visitors.
7. Manage the hand off of student intern application to the Harvard International Office. Reviewing and logging the submissions, notifying department contacts when additional information is needed and charging the appropriate cost centers for student intern fees. J-1
8. Process J-1 transfer our requests. For Transfer out requests - Confirm J-1 transfer out requests are approved by the current hosting department and new hosting institution and then release the record in SEVIS.
9. Shortening J Programs for J-1 exchange visitors who leave early and issue new DS-2019s if appropriate.
10. Scan, upload, log and mail out immigration related documents including H-1B receipt and approval notices.
11. Run the monthly zoom office hours.
12. Maintain H-1B materials, ordering and printing new materials as needed.
13. Handle payment of invoices.
14. Receive and log H-1B filing fee checks.
15. Assist with access and maintenance of the Visa Manager application.

15. Answer questions in the tech inbox or forward to Visa Manager specialist as needed.
16. Merge Visa Manager and PeopleSoft/Workday records
17. Assist with audits and error reports

Qualifications

    Bachelor’s degree in international relations, political science or related field
•    Minimum 1 year office experience
•    Excellent written, oral and interpersonal communication skills
•    Proficiency in computer applications including Microsoft Office
•    Strong organization skills and attention to detail 
•    US citizenship or legal permanent residence status mandated by federal regulations
•    Previous immigration experience or use of SEVIS a plus 

Application instructions

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