Program Assistant

East-West Center•Honolulu, HI

92d•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 seeking an on-site Program Assistant for a limited, one-year appointment (with possibility of extension). This position provides a wide range administrative and operational support to designated team(s), ensuring assigned programs and activities have the appropriate work coordination, planning, reporting, communications, and budgeting. The incumbent liaises with internal departments, external partners, funders, and stakeholders to ensure effective program delivery and compliance with applicable requirements.

Requirements

High School Diploma or equivalent training and experience from which comparable knowledge and ability can be acquired.
Four (4) years full-time experience which demonstrates the ability to perform the duties of this position, or a combination of post high school education and directly related experience which totals four (4) years.
Demonstrated Ability – To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to handle detail-oriented assignments with accuracy, to communicate effectively both verbally and in writing and to function effectively as a work leader.
Knowledge - Of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment, including computers, LCD projectors, and 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; and of meeting software such as Zoom and Skype.

Responsibilities

Prepares program material for staff.
Gathers information from program files and other sources and summarizes information in response to requests.
Follows up on work progress to ensure timely response and action.
Brings important matters to the attention of appropriate staff.
In absence of individual staff, assumes responsibility for ensuring that requests for action or information are made known to responsible personnel who can satisfy the requests.
Initiates and prepares a variety of administrative, participant award and fiscal forms, following standard office procedures and checking with appropriate program staff to resolve problems.
Prepares and processes for Fiscal Officer approval purchase orders, authorization for payment, housing requests, travel requests and completion forms, general work requests, Imin requests, IT requests, petty cash, and other payment documents.
Provides assistance with arrangements for workshops/conferences/meetings including, but not limited to preparing workshop materials, workshop/conference registration, processing requests for payment and other financial or programmatic documentation, arranging coffee/tea service, meeting room set-up (including PowerPoint presentations, recording, and video conferencing), receptions and meals, running errands, handling travel reservations and assisting participants during their stay at the Center.
Assists in facilitating virtual programs such as webinars, workshop breakout training rooms, and online briefings through Zoom or other designated platforms.
Drafts correspondence, documents, reports, proposals, manuscripts, letters, faxes, and memos, from notes and oral instructions.
Reviews for proper spelling, grammar, mathematical calculations, format, and arrangement of the final copy.
Performs minor editing as necessary.
Establishes and maintains program files, modifying as needed for efficient access and retrieval of correspondence, records, documents, and forms.
Receives and reviews Fellowship email accounts and refers them accordingly.
Ascertains which items can be acted upon personally and takes necessary action.
Compiles and records all applications and appropriate documentations for committee’s review.
Assists with arrangements, including financial or programmatic documentation, and orientation for Visiting Fellows, Visiting Scholars, Research Interns, Professional Associates, Official Visitors and Consultants as necessary.
Receives visitors and telephone calls. Ascertains nature of business and based on in-depth knowledge of the program or operation and handles appropriately.
Refers visitors to appropriate program staff.
Arranges staff travel, prepares transportation and/or hotel reservations, notifies organizations and office to be visited, keeps in touch with those traveling and prepares travel documents in accordance with current policies.
Receives requests for clerical/administrative services from other staff with the program, noting deadlines and special requirements, setting priorities to accomplish tasks by time needed, checking with appropriate staff to confirm deadlines when there is a conflict; confers with the Supervisory Program Officer when unusual assignments are received or when excessive workload occurs.
Oversees and maintains office room assignments and office keys.
Maintains calendar of appointments and activities for program staff.
As needed, briefs staff on matters to be considered before scheduled meetings.
Facilitates virtual meetings through Zoom or other designated platforms.
Reschedules appointments should staff not be able to attend.
Arranges program reports/publications as necessary.
Provides liaison between program staff and printers or publishers to ensure that reports are completed efficiently, in a timely manner, and in the required format.
Selects from a wide variety of software applications the most appropriate type for a specific need, such as word processing, database, spreadsheet, and desktop publishing.
Applies knowledge of the functional capabilities of different software types to complete routine and complex formatting and other tasks to include thank you cards, invitations, newsletters, brochures and other documentation as required for program events and activities.
Retrieves and manipulates data (into charts, graphs, tables, PowerPoint or other formats) for presentation in program brochures, news releases, reports, applications and publications.
Assists in the formatting, updating content provided by program coordinators and maintenance of the program website for activities using web content creation and management applications.
Handles social media and blogs posts using content provided by program coordinators.
The position may perform other related duties and tasks not listed as assigned.