Brigham & Women’s Faulkner Hospital(BWFH)
Boston, MA
The Brigham and Women’s Hospital, Department of Neurology is a Harvard Medical School Affiliated Academic Department comprised of 19 Divisions. The Neurology Research portfolio includes 116 Faculty, 127 Research Fellows, 138 Support Staff and 124 Sponsored Staff Members. The Neurology Research Staffing Affairs (NRSA) Visa & Sponsored Staff Coordinator provides direct support to the Director of Neurology Research Faculty, Fellow, & Staffing Affairs and is an integral member of the Neurology Research Staffing Affairs (NRSA) Office.
This position serves as the primary point of contact for the Neurology Research International Community consisting of 125 visa holders representing over 30 countries and 6 continents. In addition, the NRSA Coordinator serves as the primary point of contact for 124 Neurology Research Sponsored Staff Members which include: Sponsored Employees, Collaborators, Observers, and Research Trainees.
A successful candidate will have a mature, positive, and helpful nature, will bring enthusiasm, customer service and commitment to administrative work and will be able to work in a dynamic and fast-paced environment.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Maintains a close working relationship with the Office for Global Professionals and Scholars (GPS) and the Harvard International Office (HIO) serving as the interface between the Visa applicant/holder and the International Central Offices. The NRSA Coordinator is charged with processing requirements predominantly for J1, J1-Student and H1B applications. Scope includes initial, renewal, amendment, transfer, departure and check requests for Visa processing. The NRSA Coordinator is also involved with requirements associated with E, O and Green Card applications. The NRSA Coordinator works closely with the NRSA Director and the International Central Offices on complex scenarios. Assists with BWH Weekly Paid Employment H1B Candidates and is closely involved with Travel requests for our Visa holders which requires tracking, providing/collecting letters etc for our International Community as a whole. The NRSA Coordinator is required to attend training sessions offered by GPS and HIO to maintain current understanding of immigration trends and expectations of the Central Offices. Serves as a mentor and resource for Recruiting Supervisors and the Neurology International Community as it relates to visa types based on varied onboarding requests and assists with making connections for our community with Human Resources Offices for Benefits/Leaves of Absence/Payroll/Taxes etc. The NRSA Coordinator conducts the Neurology Research Orientation and Exit processes for all Neurology Research International Employees and Sponsored Staff Members.
- Maintains a close working relationship with the BWH Office for Sponsored Staff (OSS) and serves as the Departmental Research point of contact in onboarding and extension requirements for all incoming and existing Neurology Research Sponsored Staff Members. Serves as a mentor and resource for Recruiting Supervisors and the Neurology Research Sponsored Staff Community, collecting project details and Training Plans. Works with applicants to obtain external salary sources and personal documents. Troubleshoots and mentors Recruiting Faculty and Applicants regarding on-boarding opportunities. NRSA Coordinator processes Stipend Check Requests. Conducts the Neurology Research Orientation and Exit processes for all Neurology Research Sponsored Staff.
- Works closely with NRSA Staffing Director, GPS, HIO, HR, Research Compliance, OSS, Immigration Attorneys, International Visa holders/requestors and Faculty Supervisors to help resolve requests/requirements which often involve complex scenarios.
- Performs central tasks for the NRSA Office. Co-manages the Department’s Research Timekeeping for weekly-paid, non-exempt employees, and acts as back-up for weekly-paid, exempt employees. Co-Coordinates the collection and distribution of monthly MBTA Passes as well as the planning and coordination of bi-weekly Social Hours.
- Responsible for maintaining NRSA data bases, tracking systems, and shared drives as it relates to International Sponsorship, Sponsored Staff and Timekeeping.
- Serves as an integral member of the NRSA team and assists the NRSA Director with the development of guidelines, SOP’s, reporting and presentations.
- Position is required to be cross-trained, maintaining an understanding of the NRSA Employment, Credentialing Appointment and Academic Affairs Coordinator’s scope of responsibility for cross coverage.
- Other duties as assigned by the NRSA Director.
SKILLS/ABILITIES/COMPETENCIES REQUIRED:
- Knowledge of visa guidelines and applications preferred, but not required.
- Discretion, sensitivity, judgement and confidentiality required.
- Must possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization.
- Ability to successfully negotiate and collaborate with others of different skill sets, backgrounds and levels internal and external to the organization.
- Ability to effectively conduct meetings, both formal and informal.
- Strong organizational skills.
- Ability to prioritize effectively, multitask, problem solve and work within established protocols and systems.
- Strong knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook.
- Seeking a team member that works well in a group but also with autonomy.
QUALIFICATIONS:
- High school diploma required.
- Bachelor’s degree strongly preferred, but not required.
- Minimum of 2 years of administrative experience with increasing level of responsibility and independence, preferably in a culturally diverse setting.
- Special attention will be afforded to those was a B.A. or B.S. in international relations, political science, psychology or a related field.
Use this link to apply: LINK
