Deputy Director

East-West Center•Honolulu, HI

1d•Onsite

About The Position

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region. Our Research team is currently seeking a Deputy Director who can provide exceptional administrative and intellectual leadership to the program. This position ensures all operational activities and funding proposals are compatible with the East-West Center’s (Center) mission and objectives. Additionally, he or she will assist in directing program resources, project planning, and contributing to the development and evaluation of current and future research opportunities.

Requirements

A master’s degree and at least five (5) years of full-time experience managing program operations or responsibilities that demonstrate the ability to perform the duties of the position, as well as two (2) years of supervisory experience demonstrating the ability to motivate, resolve conflict, plan, organize and delegate the work of others in a unionized work environment; or a combination of post-high school education and progressive work experience which totals ten (10) years demonstrating the ability to perform the essential duties and meet the needs of the position.
Possesses strong written and verbal English communication skills and can effectively speak and interact with people of diverse backgrounds and abilities in person, on the phone, and in digital environments.
Demonstrated Ability – To organize and carry out assignments by independently determining applicable regulations and procedures and appropriately applying policy and administrative directives; to apply sound judgment and analytical skills in making recommendations related to administrative matters; to maintain a high level of accuracy in working with numbers and other detailed matters; to communicate effectively both verbally and in writing; to work cooperatively and effectively with people of diverse backgrounds; to appropriately handle confidential material; to work effectively in a highly non-routine environment; to effectively handle numerous complex details; to set priorities and work under pressure; to adjust work operations within available resources; to anticipate and solve problem situations; to work independently; and to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations.
Knowledge – Of office practices and recordkeeping procedures; of office machines and equipment including computers, printers, projectors, and other emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, Acrobat Pro, or equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; of meeting software such as Zoom and Skype.
Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.
This position requires the candidate to be able and available for occasional in-state, domestic, and international travel to support program needs.

Responsibilities

Assists Director in achieving program objectives by coordinating work amongst program units, allocating resources, and providing timely direction.
Assists with the development, evaluation, and documentation of program activities and deliverable outcomes.
Establishes necessary standards and procedures to ensure that priorities are met and that Center policies are followed.
Assists with strategic planning to ensure future Program needs and external requirements are met.
Oversees program resources including equipment, computer support, telephone services, and other support services.
Manages property and space, supplies, and services needed for the Program to ensure that these are efficiently used in support of overall goals and priorities.
Assists the Director in overseeing the resource information and research publications for the Program.
Assists the Director in seeking funding for the Research Program and its staff which includes identifying aligned projects, developing work plans, and collaborating across departments within the Center.
Reviews all proposals for funding generated from the research staff.
Monitors the delivery of results to the funding agencies.
Assists in budget planning for the Program.
Monitors spending and reallocates funds appropriately to achieve program objectives while maintaining compliance with contracts, grants, and fiscal policies.
Represents the Director and the Program at designated meetings when VPRD unavailable to attend, including EWC management meetings.
Provides weekly feedback regarding status to program initiatives, projects, events, goals, and workflows.
Identifies roadblocks and challenges; and recommends remedies to improve and strengthen program operations.
Assists with external relations and communication with stakeholders in Hawaii, the US Mainland, and in the Asia-Pacific region.
Handles hosted events as assigned, normally in coordination with other offices.
Oversees the performance of administrative tasks for the Program and its staff to ensure adequate support in given for the execution of program activities.
Identifies actual or potential problem areas and trends related to program administration (including personnel, fiscal, or facilities-related matters); gathers appropriate information; and recommends appropriate remedial action.
Reviews all contracts and memorandums of agreements drafted within the unit.
Collaborates with the VPRD in drafting activity descriptions, expected outcomes or deliverables, justification narratives, and payment schedules for contracts with individuals, and memoranda of agreement with institutions, and by assuring the timely processing of contractual agreements through established EWC procedures.
Works closely with appropriate parties on all matters related to the financial and legal aspects of contract management for these agreements and ensures that materials reflect current program directions and objectives.
Assists in coordinating the execution of the Center’s priority projects with Visiting Fellows and Scholars, Adjuncts, Emeritus, No-Cost Fellows, and relevant researchers in various institutions, universities, and think tanks.
Develops appropriate policies and procedures that facilitate the execution of these tasks and responsibilities.
Assists and supports the work of the Research Program publications manager.
Assists with the preparation and coordination of grant proposals.
Collaborates with appropriate staff in preparing and processing proposals for outside funds.
This includes reviewing and editing proposals for accuracy with respect to programmatic, administrative, personnel, financial, budgetary, and contractual components.
Collaborates with Fiscal to ensure compliance with funding source requirements and budget constraints, and with HR in the preparation, control, and processing of appropriate documents.
Participates in all related program meetings, including program retreats, for program development and coordination.
Provides day-to-day leadership to ensure a high-performance, customer service-oriented work environment that supports achieving the Center’s mission, objectives, and values.
Supervises unit staff including setting work priorities and directing workflow to ensure work is timely and accurate.
Organizes work schedules and manages requests for time off in an appropriate and timely manner.
Establishes goals and criteria for the unit and staff.
Conducts performance evaluations that are timely, constructive, transparent, and unbiased.
Provides coaching and guidance for performance improvement and development.
Coordinates with Administrative Assistant, Director, and HR in executing all recruitment, onboarding, retention, and offboarding tasks within the unit.
Directs and oversees the training of new staff.
Interacts effectively and diplomatically in all areas of employee relations, always projecting a professional image while exercising the highest degree of confidentiality.
Coordinates with HR in responding to employee concerns or complaints, performance issues, and/or inappropriate behavior.
Attends supervisor training(s) as required.
The position may perform other duties as assigned.