Program Officer (Research)

eastwestcenter; Honolulu (HI); On-site; USD 70,005 - 100,000; Full time

Job summary

The East-West Center in Honolulu is seeking an on-site Program Officer for a one-year appointment with potential extension. This role provides broad administrative and operational support to designated teams, helping coordinate programs, planning, reporting, communications, and budgeting.

The incumbent may work across programs and engage with diverse internal and external constituencies. Responsibilities include managing participant awards, visas, health insurance applications, preparing

Qualifications

• Strong written and verbal communication skills.
• Ability to organize, prioritize and coordinate a wide variety of tasks.
• Experience coordinating activities domestically and internationally.

Responsibilities

• Interprets and applies participant policies and procedures; recommends changes.
• Manages participant awards, documents, and visa/health insurance applications.
• Advises participants on procedural, administrative, health, and personal matters and maintains cooperative relationships.

Skills

Communication skills

Organizational skills

Intercultural communication

Education

Bachelor's degree + 3 years experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Adobe Acrobat Pro

Zoom/Teams/Skype

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 Research team is seeking an on-site Program Officer for a limited, one-year appointment (with possibility of extension). This position provides wide administrative and operational support to designated team(s), ensuring that our programs have the appropriate work coordination, planning, reporting, communications, and budgeting. The incumbent may support different programs cross‑departmentally and be involved in programmatic interactions with various internal and external constituencies, as appropriate.

Major Duties

• Interprets, applies, and ensures compliance with Center participant‑related policies and procedures. Recommends changes as needed.
• Composes participant awards and award change notifications, and all related documents in consultation with fellows and other appropriate staff. Informs participants of EWC policies and procedures relevant to their category of participation. Monitors awards for fulfillment of conditions and compliance with the EWC, U.S. government and other country policies and procedures.
• Manages participant awards and related documents, including visa applications and health insurance applications, to enable the individual to participate in activities. Drafts invitation letters to participants. Writes and distributes information regarding administrative arrangements. Communicates with participants regarding tax implications.
• Advises participants of procedural, administrative, health, and personal matters. Exercises tact and cultural sensitivity in establishing and maintaining cooperative relationships with multicultural and diverse levels of participants (e.g., heads of government agencies, professors, country program representative, etc.). Serves as an after‑hours contact person for participant emergencies.
• Provides appropriate written and oral orientation for new participants and other visitors regarding Center wide policies and procedures, services, personnel and everyday life at the Center. When appropriate, provides orientation with other Center offices.
• Plans and oversees non‑academic aspects (sightseeing, dinners, etc.) of participants experience within research areas as requested. Coordinates plans as needed with other offices within and outside the Center.
• Assists in planning and administering program and logistical support for individual and group activities including workshops, conferences, and seminars both at the East‑West Center and at locations in the United States and other countries.
• Assists staff fellows with planning and budgeting for participant programs/activities and prepares work calendars. Monitors activity budget. Recommends corrective action as appropriate. Recommends approval of expenditures for participants and appropriate activities.
• Prepares consultant contracts, Memorandums of Understanding (MOUs) or Memorandums of Agreement (MOAs) where applicable.
• Maintains awareness of, and communicates to staff timely about revised country policies and procedures.
• Consults with appropriate staff to resolve problems regarding participant procedures and activities.
• Provides administrative support for workshops and seminars as needed.
• Assists with recruitment, logistical, administrative, and support functions within designated EWC activities including preparation of brochures describing programs, activities, and award opportunities. Works with activity coordinators to ensure that all applicable policies and procedures are applied to participant recruitment and selection processes. Participates in the selection of participants for the seminars and/or the workshops.
• Maintains activity records, prepares reports related to research area, maintains participant files, compiles participants’ reactions to the activity and updates annual reports.
• Facilitates virtual meetings/webinars, including scheduling, starting, recording, taking notes as needed, managing breakout rooms, collecting agendas and distributing assigned tasks.

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

Supervision

The incumbent works under the general supervision of the Supervisory Program Officer. The supervisor assigns specific projects. The supervisor or higher graded Program Officer will assist with controversial issues while the incumbent has latitude in planning and carrying out assignments. Work problems are normally resolved by the employee in accordance with policies, procedures, and precedents. Work is reviewed for overall completeness, timeliness, and effectiveness.

Required Qualifications

Education & Experience: A bachelor’s degree with at least three (3) years of full‑time work experience which demonstrates the ability to successfully perform duties of this position. Experience should also demonstrate work (both independently and collaboratively) resulting in the planning and coordination of activities (both domestic and international) as well as 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.

Communication: 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: Able 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 and deal effectively 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; and to find appropriate ways of effectively managing resources; 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: Office practices and procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment; proficiency in computer programs such as Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and other equivalent applications; and virtual meeting platforms (e.g., Zoom, Skype, Microsoft Teams).

Work Environment

The position performs most tasks indoors, in an air‑conditioned office environment. Occasionally, the position will be required to perform physical tasks outdoors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary and Benefits

The annual salary for this position starts at $70,005.44 per year with an attractive benefits package that includes health insurance, retirement savings with a generous company match, and paid time off.

• Competitive Salary and Benefits
• Career Growth Opportunities – opportunities for career growth and development within the organization.
• Supportive Work Environment – fostering a supportive work environment where employees feel valued and appreciated, encouraging open communication and collaboration.

Equal Employment Opportunity Statement

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, employment practices, or 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, affectionate 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 employment practices.