Pre-arrival Specialist

Pre-arrival Specialist

Location: Casselberry, FL

Department: Cultural Transitions

Reports to: Cultural Transitions Manager


Summary of Role/Responsibilities

The Pre-Arrival Specialist is responsible for supporting and coordinating all details of the transition process for healthcare professionals (HCPs) during the pre-arrival process. This role will provide effective and personalized logistical and emotional support to healthcare professionals, to help them prepare for their arrival to the US, with the goal of ensuring a successful transition. 

Essential Functions of The Job 

  • Coordinate information required for the pre-arrival process and communicate directly with HCPs as needed according to their status within the immigration process
  • Assist HCPs in the pre-arrival process with physical, psychological, and emotional aspects of moving within one state, state to state, and internationally to the US
  • Work with all healthcare professionals, in pre-arrival stage, regarding social and cultural transitions to the US 
  • Upload and track required documents prior to arrival, including but not limited to, Driver’s License, Driving Questionnaire, Transitions Prep Questionnaire, Emergency Contact Form, etc.
  • Confirm and update HCP details using the Transitions Prep Questionnaire (TPQ) 
  • Track and Schedule pre-arrival calls with HCPs to confirm final details prior to US arrival
  • Update internal databases, such as TPAT and ABMS, and all other applicable candidate records and reports as needed
  • Provide HCPs with the Client Resource Page upon confirmation of assignment in the US and be the first point of contact for any related questions or concerns
  • Communicate relevant updated information to other Avant departments as required
  • Submit reports and issues to Cultural Transitions Manager and/or Director as needed
  • Attend Cultural Transitions Lectures and assist Cultural Transitions Instructors with Pre-Arrival Webinars as required
  • Assist the team with HCPs attending the United States Transitions Program (USTP) as required 
  • Communicate and work with healthcare professionals attending USTP to ensure a successful transition to the US and their assignment – can include relocations as needed 
  • Represent the Avant Healthcare Program in a professional manner while building rapport and trust with the HCPs as they process with Avant

Marginal Functions of The Job

  • May be required to travel with HCPs to assignment locations across the US to assist in apartment set up, meet and greet with client, vehicle purchase or rental pick up, and city orientation as needed to support the team
  • Communicate with confidence using various methods of communication, including email, phone, in person or when presenting in the classroom environment
  • Ability to educate others on culture and work standards in the United States
  • Help the HCPs come up with innovative and useful approaches to resolve problems
  • Motivate, develop, and direct HCPs, as needed in collaboration with their assigned Cultural Transitions Specialist, through the USTP.
  • Assess the HCPs’ adjustment to live and work in the US
  • Other duties as assigned

Normal Work Schedule

This is a full-time position, and core hours of work and days are Monday through Friday 8:00 AM to 5:00 PM. Additional hours may be required to assist with HCP related issues, including travel arrangements. 

Education, Training and Experience

  • Minimum of a bachelor’s degree
  • Minimum of 2-3 years related experience; or equivalent combination of education and experience
  • Excellent written and verbal communication skills
  • Advanced knowledge of Microsoft suite products (PowerPoint, Excel, Word, Outlook) & Adobe

Required Licenses, Certifications and Other Specific Requirements of Law

  • Health Insurance Portability and Accountability Act (HIPAA) certification
  • Must possess a clean and valid US driver’s license

Other Characteristics of the Position:

Physical Demands: 
  • Sitting for long periods at a time
  • Standing for long periods at a time
  • Regularly required to talk or hear
  • Occasional lifting of office supplies up to 20 lbs.
  • Vision abilities including close vision and ability to adjust focus
Mental Demands:
  • Must understand and follow a set of clear oral and/or written procedures without deviation
  • Performs repetitive routine tasks
  • Must adhere to a provided work schedule to meet a set of qualitative production standards
  • Perform tasks that vary little from day to day
  • Implements others’ decisions/procedures with little judgment required
  • Must relay information orally
Work Environment:
  • This job operates in a professional office environment. This role routinely operates standard office equipment. 

Statement of Responsibility for Confidential Data

  • Has access to, and requires daily use of, confidential records 
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain the security of such information
  • Proprietary Information and Non-Conflict Agreement required

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.