Immigration Case Manager

Job Summary

The Immigration Case Manager provides high-level case management and operational support to the Immigration Attorney, serving as a senior subject-matter resource for employment-based and other immigration matters. This role independently manages complex case workflows, prepares and reviews immigration documentation for attorney review, coordinates deadlines and client communications, and helps ensure accurate, timely, and compliant filings. The position is a key operational partner to the Immigration Attorney and supports an organized, scalable immigration practice.

Responsibilities

Core Duties

• Independently manage assigned immigration matters from intake through filing and case completion, under the direction and legal supervision of the Immigration Attorney.
• Prepare, organize, and quality-review petitions, applications, supporting documentation, forms, correspondence, exhibits, and filing packages for attorney review and submission.
• Coordinate case timelines, filing deadlines, requests for evidence, notices, follow-up actions, and other time-sensitive immigration activities.
• Serve as a primary point of contact for clients and other stakeholders regarding case status, document collection, deadlines, and procedural requirements, escalating legal questions to the Immigration Attorney.
• Maintain accurate electronic and paper case files and ensure documents are appropriately organized within applicable case-management and document-management systems.
• Coordinate immigration filing logistics, including materials and information received from the Charleston office and other internal stakeholders.
• Support fee and filing processes, including coordination of required information for filing fees and related administrative processes.
• Conduct preliminary case review to identify missing documentation, inconsistencies, potential issues, and matters requiring attorney analysis.
• Track case metrics, workloads, deadlines, and outstanding items to support efficient practice management.
• Assist with onboarding, training, and quality-control review for other immigration support personnel as appropriate.
• Maintain confidentiality of client, employee, employer, and organizational information.
• Perform other immigration-related duties as assigned by the Immigration Attorney.

Job-Specific

• Provide advanced paralegal and case-management support for employment-based immigration matters, including J-1 Physician matters H-1B, PERM, various I-140 filings, I-485, and related filings, as applicable to the practice.
• Work proficiently within INSZoom and maintain organized electronic case information and workflows.
• Utilize iManage and other document-management resources to maintain and retrieve immigration records and supporting documentation.
• Assist the Immigration Attorney with research and preparation using established resources, including AILA materials, AILA Link, Westlaw immigration compliance resources, J-1 Physician matters H-1B and PERM reference materials, and applicable continuing-education resources.
• Review case documentation for completeness, consistency, formatting, and procedural readiness before attorney review.
• Maintain detailed calendars and systems for statutory, regulatory, agency, and internal deadlines.
• Assist with responses to USCIS, Department of Labor, and other agency correspondence and requests, subject to attorney direction and review.
• Coordinate complex document collection with employees, employers, medical professionals, outside contacts, and internal departments when applicable.
• Identify workflow issues and develop practical solutions that improve case organization, turnaround time, communication, and quality.
• Maintain current knowledge of immigration case-management procedures and firm protocols through appropriate professional development and training.
• Exercise sound judgment regarding prioritization and escalation while recognizing and respecting the boundaries between legal support and the practice of law.

Other Information

• Primarily office-based professional work requiring extended periods of sitting, computer use, document review, and telephone/video communication.
• Regular use of computer systems, electronic records, email, case-management software, document-management platforms, and online government resources.
• Work requires sustained attention to detail, management of multiple concurrent deadlines, and the ability to handle confidential information.
• Occasional travel or attendance at professional meetings, training, conferences, or other business activities may be required.
• Schedule may require flexibility around filing deadlines and time-sensitive immigration matters.

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact)

The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.

Common Duties and Responsibilities

(Essential duties common to all positions)

1. Maintain and document all applicable required education.

2. Demonstrate positive customer service and co-worker relations.

3. Comply with the company's attendance policy.

4. Participate in the continuous, quality improvement activities of the department and institution.

5. Perform work in a cost effective manner.

6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.

7. Perform work in alignment with the overall mission and strategic plan of the organization.

8. Follow organizational and departmental policies and procedures, as applicable.

9. Perform related duties as assigned.

Education

• Bachelor's Degree (Required) Bachelor's degree preferred in Paralegal Studies, Legal Studies, Business, Human Resources, or other related field. Equivalent relevant professional experience may be considered. Experience • Minimum of 7 years of progressively responsible immigration paralegal, immigration case-management, or closely related legal-support experience preferred. • Demonstrated experience managing complex employment-based immigration matters and high-volume, deadline-driven casework. • Proven ability to work independently while partnering closely with an attorney on case strategy, preparation, quality control, and filing readiness. • Experience with immigration case-management and document-management systems, particularly INSZoom and iManage, preferred. • Experience supporting J-1 Physician matters H-1B, PERM, various I-140 various, I-485, and related employment-based immigration matters strongly preferred.

Credentials

• American Alliance of Paralegalsis preferred

Work Schedule: Days

Status: Full Time Regular 1.0

Location: Healthcare Financial Services Building

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Guy S. Stewart guy.stewart@vandaliahealth.org