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Immigration Partner III

Department: Human Resources

Immigration Partner III – Administration

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Allen Institute Human Resources (Administration) team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.

In this role, you will coordinate and facilitate global mobility and immigration-related activities and processes for relocations and immigration. This includes partnering with internal stakeholders (i.e. Human Resources, Talent Acquisition, Legal and Payroll) on relocation and immigration matters to create a smooth and efficient mobility experience for employees. Inform and consult employees on immigration, relocation, regulatory, and mobility tax-related topics. Interact with third-party global mobility services providers, such as outside counsel or relocation vendors, to anticipate, escalate, and resolve issues. Administer and track the full global mobility cycle, including transfers, extensions, and repatriations. Handle administrative responsibilities involved in mobility, such as initiating immigration cases, filing visa petitions. Prepare reports and perform analysis on relocation and immigration activities and costs.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

  • Coordinate all aspects of the Global Visa & Immigration support, ensuring the process runs efficiently and within the expected time frame
  • Be responsible for full US visa sponsorship process and US Permanent Residency processes in partnership with outside counsel, confirming eligibility and providing direction to HRBPs
  • Counsel HR team on current and evolving immigration compliance requirements, develop communications strategies to educate foreign nationals, managers, and HR to maintain compliance in a dynamic immigration climate and mitigate company risk
  • Review vendor invoices, approve and submit for payment and monitor Global Mobility shared mailbox and address incoming inquiries and requests
  • Develop proposals for recommended policy changes to ensure cost effectiveness and best practice consistency
  • Manage policy exceptions, providing recommendation based on precedent cases, completing exception forms, obtaining required approvals, verifying exceptions on the Exception Report
  • Actively identify process improvements focusing on employee experience, maintaining a pulse on immigration legislation, and providing direction as the subject matter expert on immigrant and non-immigrant matters
  • Track, accurately update, and confirm case status within case management software tool in real time
  • Maintain an excellent broad knowledge of Global Mobility topics/policies and the related third-party processes associated with the relocation administrator, household goods movers, destination service providers, payroll and Tax/Immigration advisors
  • Timely processing of high-volume paper filings, including collating, copying, distributing for signature, scanning, and mailing hardcopy US Immigration filings
  • Triage and escalate urgent US Immigration cases to appropriate teams
  • Assist employees and the science units with all phases of the H-1B, TN, J, F1, OPT/Stem as well as the Green card application processes
  • Run and analyze case status reports within case management tool
  • Create and maintain up-to-date electronic and hard copy records
  • Provide excellent client service
  • Maintain positive contact with attorneys and paralegals and observe confidentiality of client matters
  • Conduct data audits and work with stakeholders to ensure data integrity
  • Other project and task support, as directed

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

  • Bachelors’ Degree or equivalent combination of degree and experience
  • 3+ professional years of experience in immigration matters (including H-1B, TN, OPT/Stem, permanent residency) paralegal, legal administration, in a team-oriented environment

Preferred Education and Experience

  • Strong attention to detail, organizational, critical thinking, and time management skills
  • Strong written and verbal communication skills
  • Sense of urgency and ability to prioritize and manage work accordingly
  • Experience working closely with stakeholders to guide and provide input on immigration matters
  • Able to work independently and collaboratively with the team, and has a bias-to-action, data driven approach to work; willingness to go above and beyond to help the team
  • Proficient in Microsoft Office tools including Outlook, Excel, Word, Teams, and OneNote
  • Ability to navigate complex and sometimes ambiguous situations

Physical Demands

  • Occasional lifting up to 5 pounds
  • Fine motor movements in fingers/hands to operate computers and other office equipment
  • Stooping, bending, crouching

Position Type

  • This role is currently able to work both remotely and onsite in a hybrid work environment. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Additional Eligibility Qualifications

  • In keeping with our focus on employee safety, all employees must be up to date with vaccinations against COVID-19 as a condition of employment unless a medical or religious accommodation is approved. All employees will be required to keep their vaccination status up to date according to CDC guidance.

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.





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