Office Administrator- Immigration Coordination

Description

Towne Kids is looking for an Office Administrator who loves keeping things running smoothly and takes pride in creating an organized, welcoming, and efficient workplace. You’ll also support immigration-related processes by helping track timelines, gather documentation, and coordinate with partners to keep everything on track. If you’re someone who’s detail-oriented, dependable, and enjoys wearing multiple hats, this role offers a great mix of operations and specialized administrative support. Prior immigration experience is not required. 

Strong office, administrative, or HR experience is the foundation; Towne Kids will provide full training on the immigration and licensure specifics. If you are organized, detail-oriented, and dependable, this role was built for you!

General Office Support

• Contribute to cross-functional projects and company initiatives as needed in alignment with role responsibilities
• Handle sensitive information with discretion, professionalism, and attention to detail
• Lead coordination of meetings, schedules, and in-office logistics, supporting leadership and team productivity
• Establish and maintain organized systems for documents, records, and administrative workflows
• Drive onboarding logistics for new hires, including workspace setup, materials, and coordination of internal processes
• Continuously identify and implement improvements to administrative processes, creating efficiencies and elevating the overall office experience

Immigration & Compliance Support 

• Provide administrative coordination for employment-based immigration processes in partnership with external counsel
• Track visa timelines, documentation, and deadlines to ensure smooth and compliant processing
• Assist in gathering and preparing required materials for filings and renewals
• Maintain accurate and confidential immigration records
• Maintain a real-time licensure tracking system; monitor renewal dates and upcoming requirements.
• Serve as a support point of contact for employees, directing questions and coordinating next steps as appropriate
• Maintain accurate records in Quickbase (tracking platform); identify opportunities to improve tracking and workflow efficiency.
• Support process documentation and contribute to building out internal immigration and licensure workflows over time

Requirements

Qualifications

• Associate’s or bachelor’s degree in a related field (Business Administration, Human Resources, International Studies, or similar); or equivalent combination of education and relevant work experience.

• Experience in office administration, HR, healthcare operations, or a comparable coordination role. Immigration experience is not required; Towne Kids will provide full training on the immigration and licensure processes.

• Demonstrated ability to track complex, multi-step processes across many individuals simultaneously without errors or missed deadlines.

• Strong written and verbal communication skills; ability to communicate clearly with international team members across cultural and linguistic differences.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook); comfort with spreadsheet-based tracking.

• Ability to handle confidential information with discretion and maintain strict data accuracy standards.

Preferred Qualifications

• Some exposure to immigration processes, visa documentation, or HR compliance (any level welcome).

• Familiarity with nursing licensure processes and state board requirements.

• Experience working with or supporting Filipino or other internationally recruited healthcare professionals.

• Experience with Quickbase or a similar workflow and database platform.

• Comfort learning new systems and tools; Towne Kids uses Quickbase for tracking and will provide full training.

Physical Requirements

This position is primarily office-based. The physical demands described below are representative of those an employee must be able to perform to carry out the essential functions of this role:

• Regularly required to sit for extended periods and operate a computer and standard office equipment, including keyboard and mouse.

• Frequently required to read, review, and produce written documents and correspondence, including on a computer screen.

• Occasionally required to stand, walk, bend, or reach in connection with filing or retrieving records.

• Occasionally required to lift, carry, or move items weighing up to 25 pounds.

• Must be able to communicate clearly and effectively, verbally and in writing, in person, by phone, and electronically.

Towne Kids is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.