Program Assistant (Professional Development)

Center for Cultural and Technical Interchange Between East and West, Inc; Honolulu (HI); On-site; USD 57,000 - 65,000; Full time

Job summary

The East-West Center in Honolulu seeks an on-site Program Assistant for a limited, one-year appointment. The role provides a wide range of administrative and operational support to designated teams, ensuring effective coordination, planning, reporting, and budgeting for programs and activities.

The incumbent interfaces with internal departments, external partners, funders, and stakeholders to ensure compliant program delivery and successful outcomes.

Qualifications

• High school diploma plus 5 years of relevant experience or equivalent combination.
• Strong written and verbal English communication.
• Ability to organize, prioritize and coordinate diverse tasks.
• Knowledge of office practices and recordkeeping; proficiency with MS Word/Excel and related tools.

Responsibilities

• Prepares and processes a variety of administrative and fiscal documents per EWC policies.
• Arranges travel related to program activities including itineraries and accommodations.
• Drafts and collates information for internal reporting and annual reports.
• Liaises with other units to support fiscal work and program development.
• Assists in budget document preparation.
• Supervises student assistants and assists in hiring.
• Organizes program activities and prepares materials for workshops and events.
• Coordinates room bookings, schedules, and speaker biographies; assists with evaluations.
• Supports recruitment and responds to inquiries from applicants and alumni.
• Maintains records and ensures accessibility of documentation.

Skills

Communication

Organization

Prioritization

Independent work

DEI commitment

Education

High school diploma plus 5 years experience

Tools

Microsoft Word

Microsoft Excel

Adobe Acrobat Pro

Google Suite

Microsoft 365

Microsoft Teams

Zoom

PowerPoint

Job description

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 Professional Development Program is seeking an on-siteProgram Assistantfor 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.

RESPONSIBILITIES OF THE PROGRAM ASSISTANT:

• Prepares and processes a variety of administrative and fiscal documents in accordance with EWC policies and procedures. Works closely with other EWC staff on fiscal-related procedures and documents, providing relevant information needed for the smooth operation of programs.
• Assists with the arrangements of travel related to program activities and participants, including travel itineraries, reservations for transportation and/or accommodations, communicating with organizations and offices to be visited, contacting people about programmatic arrangements, and preparing and processing related documents in accordance with current EWC policies and procedures.
• Drafts and collates information to meet various internal reporting requirements, including for the unit, for EWC’s Annual Report, and for the Board of Governors, sharing this with relevant staff overseeing these projects.
• Liaises with other units of the East-West Center to support fiscal work, the such as program development, external communications, and alumni engagement, as well as new programmatic opportunities.
• Assists in the preparation of budget documents.
• Serves as a work leader for student assistants, managing, assigning, training and overseeing their work. Assists in the student hiring process.
• Assists with the organization and execution of program activities that include initiating and handling logistical and administrative arrangements for program participants, including but not limited to workshops, classes, field studies, meetings, etc. Prepares and prints materials for such activities, including digital materials for online learning platforms.
• Coordinates room bookings, classroom setup, program schedules and speaker biographies, and, with staff guidance, creates and compiles results for program evaluations.
• Assists with recruitment for existing and emerging programs. Corresponds with and fields inquiries from applicants, candidates, and alumni regarding program requirements and procedural matters.
• Assists with pre-arrival communications and award documentation for program participants. Organizes, maintains, and ensures the accessibility of electronic and hard-copy records and documentation in accordance with established record-keeping systems and procedures.
• Helps program teams share information with and visitors and connects them to appropriate East-West Center staff.
• Assists with developing, updating, and maintaining internal- and public-facing printed and digital materials including program agendas, flyers, brochures, social media sites and designated webpages and event-related communications.
• Drafts thank-you cards, invitations, newsletters, brochures, and other documentation for program events and activities. Retrieves and manipulates data (into charts, graphs, tables, PowerPoint or other formats) for presentations, in program brochures, news releases, reports, and publications.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

REQUIRED QUALIFICATIONS

Education & Experience – a high school diploma and at least five (5) years of relevant work experience with progressively increasing responsibilities that demonstrate the ability to perform the duties of the position; or a combination of post-high school education and directly related experience which totals five (5) years.

Communication – 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, 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 commit to diversity, equity, and inclusion; 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 office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines, equipment, 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 Microsoft Teams and Zoom.

Physical Requirements – 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.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

• Competitive Salary and Benefits

The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

• Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

• Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

The East-West Center adheres to all federal, state, and local civil rights laws prohibiting discrimination in employment and education. The Center does not discriminate in its admissions practices, in its employment practices, or in its educational programs or activities on the basis of age, sex, gender, disability and/or handicap, race (including traits historically associated with race such as hair texture, hair type and protective hairstyles), creed, color, religion, national origin, nationality, ancestry, affectional or sexual orientation, gender identity or expression, pregnancy, breastfeeding, veteran status, marital status, domestic partnership or civil union status, status as a domestic violence victim, arrest status, or membership in any other class protected by state or federal laws, now or in the future, in any phase of its admissions, financial aid, educational, or in any aspect of its employment practices.