Program Assistant - Honolulu, United States - East-West Center

Description

Job Description

The East-West Center is accepting applications for a limited, two-year appointment (with possibility of extension) for a Program Assistant within the Professional Development Program. The Program Assistant is responsible for assisting the supervisor and other program staff members, performing secretarial, clerical and complex administrative work in support of Center-wide events, conferences and international exchanges. The incumbent, on his/her own initiative, resolves problems associated with the operations of the office in collaboration with other program and Center staff and utilizes a variety of office equipment and computer software to carry out job responsibilities and improve office efficiency.

MAJOR DUTIES:

• 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 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.
• Performs other related duties as assigned.

SUPERVISION:

This position works under the general supervision of the Administrative Officer. The incumbent is expected to carry out policies, programs, and procedures independently. The employee keeps the supervisor informed of progress, anticipated problems, or conflicts. Work is reviewed as it progresses for timeliness, effectiveness, and completeness in meeting objectives. The incumbent may supervise student assistants, as well as casual or temporary hires by assigning tasks, providing direction, setting deadlines, and/or reviewing work.

REQUIRED QUALIFICATIONS:

A high school diploma or equivalent training and experience from which comparable knowledge and ability can be acquired. Possesses at least four (4) 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 four (4) years.

Demonstrates the ability to organize, prioritize and coordinate work involving a wide variety of tasks, with special focus on accurate administration of schedules, files, and fiscal documents; to take initiative and work independently and cooperatively in following through on assignments; 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 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.

Possesses knowledge of 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; and of database management software such as Access and Raiser's Edge.

PREFERRED QUALIFICATIONS:

Experience with and knowledge of event management, its organization and execution of procedures and tasks. Possesses a valid driver's license. Demonstrated knowledge of social media or other platforms for developing and maintaining text/photo content on websites.

SALARY: $50,087.47 per year which includes a cost-of-living allowance (COLA) currently at 8.90% (subject to change annually) and an attractive total compensation package.

WHO MAY APPLY: All persons who meet qualification requirements.

HOW TO APPLY: Submit an electronic application at APPLY FOR THIS JOB NOW. Application information should include a cover letter with position title and a statement addressing how the qualifications are met, a resume, and names and addresses of three professional references. Screening and assessment will be based on the materials submitted.

An Equal Opportunity Employer/Vet/Disabled

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment.

This is a full-time position. Candidate must be permanently residing within the island of Oahu in order to successfully perform the duties of the position in-person.