POSITION OBJECTIVE
Working with limited supervision, the H-1B Immigration Specialist has primary responsibility for the university’s H-1B program. The H-1B Immigration Specialist works with the Associate Director and is responsible for following IRS Publication 901 and confirming the tax treaty information is accurate within the tax treaty database, WindStar, to ensure foreign nationals receive the correct tax treaty benefits. The H-1B Immigration Specialist also assists the J-1 Specialist, advising international faculty, staff, and scholars to ensure successful integration into the workplace and local community. Finally, the H-1B Immigration Specialist will also prepare petitions for other employment-based visa categories, including E-3, O-1, and TN.
ESSENTIAL FUNCTIONS
Develop and maintain a clear understanding of all university programs to hire and retain non-US workers. Stay updated with the latest immigration policies, regulations, and changes affecting international employees. Maintain knowledge of visa requirements, work limitations, travel restrictions, etc. Partner with and provide guidance to departments/supervisors on visa options for foreign national candidates or staff. Advise the university community on complicated visa issues under federal regulations, as well as related university policies and procedures. Ensure compliance with any changes in the rules and communicate updates to the international community. (15%) Responsible for the university’s H-1B program, including preparing new H-1B nonimmigrant worker petitions, extending employees’ current H-1B status, and timely withdrawing H-1B petitions when employees leave the university. Along with the VISA Director, develop and implement processes as needed for oversight of the H-1B program. Responsibilities include exercising judgment in analyzing and determining specialty occupation category, determining prevailing wages and working with the department and Employment Office to ensure that the position satisfies prevailing wages, preparing internal regulatory postings, including labor condition applications (LCA), complying with all regulatory documentation retention requirements including public access files, reviewing job description and candidate supporting documentation, ensuring all petitions and supporting documentation are in compliance with H-1B regulations and properly submitted to USCIS, and tracking expiration dates. Determine relevant information to respond to government requests for evidence (RFE), as needed. Track all international faculty and staff on H-1B visas, as well as their expiration date, to independently reach out prior. (55%) Responsible for preparing TN, O-1, or E-3 visas, as needed. (5%) Serve as an Alternate Responsible Officer for the University’s Exchange Visitor Program. Provide guidance, support, and assistance to individuals, departments, and supervisors involved in the J-1 visa process. Assist the J-1 Specialist in providing expertise and counsel to nonimmigrant and immigrant workers the J-1 program, including preparation of J-1 visas and maintenance of SEVIS, meeting with international visitors upon check in to confirm accuracy of SEVIS, or State Department, documents, and otherwise ensuring compliance with the regulations set by the Department of State. (10%) Facilitate the application process, monitor program activities, and maintain program records. Assist applicants in gathering the necessary documentation, such as application forms, letters of support, and program proposals. Evaluate applications independently assess the eligibility of individuals to participate in J-1 visa programs, including review applications, evaluate qualifications, determine specific J-1 visa category, and verify that the proposed activities align. Prepare government documents (DS-2019 Forms). Support J-1 visa participants throughout their program, answer questions, address concerns, and offer advice on matters related to visa regulations, travel, housing, healthcare, and cultural adjustment. Serve as a point of contact between designated sponsors, government agencies, and program participants. Facilitate program oversight, monitor participants' progress, and resolve any issues that may arise during the program. (10%) International Tax Treaty Benefits: Along with the VISA Associate Director, be responsible for the tax treaty database, Windstar, and the corresponding tax treaty benefits. Review IRS Guidelines to determine the corresponding tax treaty benefit as needed. Interact with international faculty and staff regarding tax issues and inquiries. Complete international student worker tax analysis. Lead and ensure the collection of necessary immigration documents and forms from international faculty, staff, and scholars and enter in the Windstar system to determine eligibility, tax treaty status, FICA status, and immigration status upon hire. Monitor and track all international employees and students working under a tax treaty and the length of such treaty. Communicate to all at the end of each year to renew the tax treaty. Working with the Payroll Office and [U]Tech, audit the bi-monthly payroll reports for reported errors and proper taxing of foreign workforce with respect to home country treaty benefits. Work with [U[Tech and the outside Windstar vendor on issues, training, etc. (10%) Student Visa Programs: Serve as a Designated School Official (DSO) for Case Western Reserve University. Assist newly admitted international students by providing accurate and up-to-date information on visa requirements, application procedures, travel signatures, and other necessary documentation. Assist students in understanding the immigration regulations and help them complete visa application forms correctly. (5%) Administrative: Prepare detailed statistical reports in Excel for the VISA Office, university administrators, community organizations, and government agencies, as directed by the VISA Director. Ensure timely response to immigration inquiries from Departments and Supervisors, including those in the visa email alias. Use Visual Compliance software systems to screen prospective candidates as necessary. Perform general administrative duties as needed (e.g ., copying, scanning, faxing, typing, mailing, etc.), including scanning and uploading mail received from government agencies. Conduct federal Form I-9 verifications, as needed. (5%)
NONESSENTIAL FUNCTIONS
Manage information and content on the VISA website, other written materials, and communications, as instructed by the VISA Director. (<1%) Serve as a university representative for the Human Resources department in the area of expertise. (<1%) Participate in training sessions, HR and Visa Office staff meetings, and VISA team projects. (<1%) Participate in and support the university events planned by the HR event planning committee (e.g., Benefits Fair, Employee Appreciation Day, Staff Service Awards, Party on the Quad, etc.). (<1%) Other duties as assigned. (<1%)
Since negligence or lack of knowledge will subject Case Western Reserve University to fines and/or subject non-immigrants to deportation, there are no non-essential immigration-related functions.
CONTACTS
Department: Frequent daily contact with VISA staff. Regular contact with HR leadership, HR Service Center, HR Records Office, and the HR Employment Office. Regular contact with other HR staff.
University: Daily contact with various university offices, including the Payroll Office, Graduate Payroll Office, Office of PostDoctoral Affairs, [U]Tech, academic departments or administrators, PIs / supervisors of international employees, staff, faculty, and scholars. Regular contact with the Office of General Counsel, Admissions Office, Undergraduate Studies, Graduate Studies, Student Employment, the University Registrar’s Office, Office of Student Affairs. Frequent daily contact with international populations on campus, including current and newly onboarded faculty, staff, scholars, and students.
External: Regular contact with federal agencies involved in international education/employment and visa compliance (e.g ., Department of Labor, USCIS, Department of State, foreign Embassies and Educational Consulates, US Immigration and Custom Enforcement, FBI, CBD, etc .). Frequent daily contact with international populations coming or potentially coming to campus, including prospective faculty, staff, and scholar candidates, and university student applicants. Regular contact with peer institutions U.S. institutions to arrange for transfer of SEVIS records. Occasional contact with outside legal counsel, as needed. Occasional contact with SEVIS, TerraDotta, or Windstar software help desks.
Students: Contact with undergraduate, graduate, and professional school students for individual advising on visa maintenance, travel, and academic requirements.
SUPERVISORY RESPONSIBILITIES
No direct supervisory responsibility.
QUALIFICATIONS
Experience: 1+ years relevant experience with high volume, detail-oriented work. Responsibility for immigration petition preparation/filings for an organization with a variety of visa programs (e.g., H-1Bs, J-1s, TNs, Os, Fs, etc .) preferred. Higher ed experience a plus. Prior responsibility as ARO for an exchange visitor program or DSO a plus. Notary public for the State of Ohio is a plus.
Education: Bachelor’s degree required.
Must have U.S. Citizenship or lawful permanent residence for the purpose of SEVIS/the university’s Exchange Visitor Program in order to meet ARO/DSO reporting requirements.
REQUIRED SKILLS
Advanced knowledge of laws and regulatory requirements related to immigration and employment-based immigration petitions including DOL, DOS, IRS, and USCIS regulations. Excellent communication skills, written and verbal; able to timely and accurately communicate information clearly with an educationally, geographically, and ethnically diverse audience. Ability to convey complex information in an easy-to-understand manner understood by the general public. Excellent interpersonal and customer service skills. Ability to maintain a positive and professional environment; treats others with respect, empathy, and courtesy while performing within stressful situations and handling complex emotional issues. Must be sensitive to cultural differences and be patient with people who are not fluent in English and who are not comfortable with U.S. experiences. Ability to work with a diverse population and maintain a work environment that is marked by inclusiveness and respect for others. Excellent time management skills. Proven experience working in a fast-paced environment with demanding deadlines; must prioritize and manage multiple tasks and priorities and complete objectives within difficult time constraints and constant interruptions. Must be comfortable with multi-tasking. Ability to work under pressure and meet tight deadlines is crucial. Flexibility to work with shifting workload. Able to deal with frequent change, delays, or unexpected events. Ability to navigate ambiguity and change. Flexible and able to adjust to changing priorities Highly organized and extremely detail oriented. Demonstrated accuracy, thoroughness, and attention to detail. Must have excellent judgment, common sense, and be able to make and support decisions. Requires the ability to incorporate creative and innovative approaches to various issues within the university policies, procedures, and practices. Strong problem resolution and negotiation skills. Ability to manage difficult customers, research issues, analyze situations, analyze the implication of decisions, and adopt a course of action to respond to customer needs, with or without precedent. Self-motivated and strong initiative. Must anticipate next steps, look for ways to improve procedures, and improve efficiencies and quality. Ability to work independently and as part of a team. Ability to support university and Human Resources policies and procedures; supports organization's goals. Works with integrity and ethically; upholds the university’s and department’s mission, values, and goals. Ability to handle and maintain confidential and/or sensitive information with proper care and discretion. Advanced knowledge of Microsoft Office application (i.e. Word, Excel, PowerPoint, Access), expert knowledge of Microsoft Excel. Proficient with Google Mail and Google Docs and the internet. Knowledge of Drupal website maintenance and HR information systems (i.e. PeopleSoft and/or Oracle HR database system) preferred. Experienced with other software applications such as LawLogix, TerraDotta, and/or Windstar a plus. Knowledge of ERP financial software, PeopleSoft database query tools, and Windstar/Banner tax treaty software systems a plus. Ability to consistently meet attendance requirements. Ability to interact with colleagues, supervisors, and customers face-to-face. Strong leadership skills; exceptional supervisory ability; mentoring, teambuilding, and training skills. Knowledge of tax treaties and U.S. tax law as it applied to nonresident aliens, nonresident alien tax reporting, and compliance issues are highly desirable
WORKING CONDITIONS
General office environment. Works around continuous interruptions, including walk-in traffic and phone calls. Frequently works under narrow legal timeframe for task completion; work may include stressful situations regarding foreign worker extensions, maintenance of status, and other federal regulations.
Position Location: On campus in Cleveland, Ohio. May be eligible for hybrid remote work (up to 2 days remote/week) upon completion of orientation.
