Program Officer (Education)

East-West Center•Honolulu, HI

2d•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 Officer 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

Bachelor’s degree plus at least three (3) years full-time experience which demonstrates the ability to successfully perform duties of this position.
Experience should demonstrate work (both independently and collaboratively) resulting in the planning and coordination of activities and interpreting and applying policies and administrative procedures including oversight and processing of contracts and complex fiscal paperwork.
Position also requires a valid license to drive in Hawai‘i or ability to obtain one within two months of assuming position.
Strong written and verbal communication skills.
Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.
Demonstrated Ability – To manage office operations as well as one’s own time effectively and efficiently in a fast-paced environment; to plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; to take initiative, and work independently and cooperatively in following through on assignments; to maintain a high level of accuracy in working with details; to assume responsibility for whole areas of work and integrate information from relevant sources; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to be sensitive to and assess the needs of people; ; to work effectively in a highly non-routine environment; to work under the pressure of deadlines and balance multiple tasks simultaneously with competing demands; to acquire and maintain knowledge of and appropriately apply policies and procedures; to establish and maintain accurate files and records; to appropriately handle confidential material; to compose correspondence for routine and non-technical matters; to gather and/or prepare background materials; to function effectively as a work leader in developing a team approach in the work environment; and to analyze operational situations and make appropriate recommendations.
Knowledge – of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment.
Proficiency in Microsoft Suite programs including Word, Outlook, and Excel, other equivalent MS applications.
General proficiency with google forms/docs, SurveyMonkey, Wordpress, or similar programs.

Responsibilities

Plans, coordinates, and delivers administrative and logistical support for individual and group activities within the Education program including workshops, conferences, and seminars in coordination with Education Program Specialists and student leadership teams.
Assists staff and students with planning and budgeting for participant programs/activities and prepares work calendars.
Monitors activity budgets, tracks expenditures, prepares financial projections, and recommends responsible use of allocated resources.
Prepares and routes administrative and fiscal documents for student scholarships and programmatic activities in accordance with Center policy and procedures.
Coordinates housing arrangements and travel logistics for new and continuing students.
Organizes documents and maintains accurate records.
Collaborates with CER in the development, design, and publishing of event flyers, social media posts, blog, and other-related promotional event resources and collateral for student activities.
Ensures all physical and digital promotional materials comply with EWC branding policies.
Builds and maintains positive working relationships with student leaders and internal stakeholders to support cross-functional program execution.
Works closely with student leaders to plan and execute high-quality events and activities, bringing teams together for regular meetings, helping create timelines and work plans, and guiding and monitoring student progress on logistical aspects of activities.
Liaises with EWC IT office on purchase and adoption of technologies for EP activities.
Assists students and EP staff in using technologies (e.g., SurveyMonkey, Google, Mentimeter, Canva, Wordpress, YouTube) for program promotion, organization, evaluations, collection of data and other needs.
Maintains activity records and provides continuity for student-run program planning.
Works closely with students to develop after-action reports and create thorough records and templates to guide future leaders of activities.
Drafts communication materials, outreach content, and stakeholder updates of EP events for Board of Governors reports, EWC annual reports, webpages and in other spaces that promote program awareness and engagement.
Assists with the production and coordination of consultant contracts, Memorandums of Understanding or Memorandums of Agreement.
Assists with the administration of EWC Travel Grants, Field Research, and Student Emergency funding.
Ensures student compliance with EWC fiscal and other policies in expenditures and activities.
Arranges travel and assists with travel-related documentation for staff.
Assists student leaders and interns in maintaining assigned workspaces and managing their inventory of supplies, equipment and materials.
Provides guidance, technical assistance, and support to staff, partners, or participants related to program processes and requirements.
Maintain accurate and confidential records, files, and databases in accordance with records retention standards.
This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.