Human Resources Assistant, Immigration | Human Resources

Rockefeller University•New York, NY

1d•Onsite

About The Position

The Human Resources Assistant, Immigration provides administrative and operational support for The Rockefeller University’s immigration programs, reporting to the Manager of Immigration. The role helps international members of the University community navigate administrative processes, maintains accurate records, and supports timely documentation, processing, and communication under the Manager’s guidance. This early-career opportunity is suited to someone interested in developing expertise in immigration support and HR operations. The successful candidate brings strong attention to detail, a service-oriented approach, dependable follow-through, and an eagerness to learn immigration processes, documentation requirements, and systems. The position requires on-site presence and includes support for HR functions as departmental priorities evolve.

Requirements

Bachelor's degree required.
At least one year of human resources, administrative, customer service, internship, or related experience preferred.
Exceptional attention to detail and organizational skills.
Strong written and verbal communication skills.
Professionalism, discretion, and sound judgment when handling confidential information.
A proactive, customer-service-oriented approach and willingness to take initiative.
Eagerness to learn immigration terminology, administrative processes, documentation requirements, and new technology.
Ability to manage multiple priorities in a fast-paced environment and follow through on assignments.
Proficiency with Microsoft Office applications.
Ability to work effectively and collaboratively with individuals from diverse backgrounds and across all levels of the organization.
On-site presence is required.

Nice To Haves

Experience with Oracle E-Business Suite, iCIMS, or other HR systems is preferred.

Responsibilities

Serve as a welcoming and responsive first point of contact for immigration inquiries, providing routine procedural information and individualized guidance.
Communicate with incoming and current international employees, scholars, and others supported by the immigration program to request documentation, explain administrative next steps, and follow up on outstanding items.
Collect, organize, and review documentation for completeness in support of visa sponsorship, extensions, and related immigration processes.
Prepare forms, correspondence, and supporting materials for the Manager’s review, and coordinate submission and filing activities as directed.
Support administrative case tracking for H-1B, TN, O-1, E-3, J-1, and F-1 matters, as assigned.
Maintain accurate electronic and paper records, update case information, track expiration dates and deadlines, and flag outstanding documentation or matters requiring the Manager’s attention.
Assist with maintaining Public Access Files and other required immigration records under the Manager’s guidance.
Support employment eligibility verification and I-9 administrative processes, coordinating with HR colleagues as assigned.
Assist with preparing and distributing approved immigration communications, updating website content, and coordinating informational sessions and other resources for the University community.
Compile routine reports, maintain tracking tools, and review data for accuracy to support case monitoring and departmental reporting.
Help document office procedures and identify opportunities to improve administrative processes, recordkeeping, and service.
Support new hire orientation and HR front desk coverage as assigned.
Participate in special projects and provide administrative support across HR functions as departmental priorities evolve.
Handle sensitive personal and immigration information with discretion and exercise sound judgment in accordance with University policies and procedures.