Administrative Assistant Needed at East-West Center

All qualified persons, especially women, members of minority groups, veterans and persons with a disability, are encouraged to apply. If you have a disability or are a protected veteran, we invite you to identify yourself, on a voluntary basis, and to assist us with placement and reasonable accommodation.

SUMMARY:  The East-West Center is accepting applications for a limited, two-year appointment (with possibility of extension) for an Administrative Assistant within the Research Program. The Administrative Assistant provides administrative, general office and technical assistance to the Deputy Director while also supporting the execution of programs within Research. The incumbent also works closely with Fellows and Research support staff to ensure the smooth and efficient functioning of the Programs by appropriating resources, systems and software, or providing technical support if needed.

Job Description

MAJOR DUTIES:

• Composes, edits and organizes of a variety of administrative program documents including email and print correspondence, travel arrangements, event schedules, contracts, detailed computerized financial and administrative forms, scholarly and technical materials, checks outgoing material for correct mathematical calculations, English grammar, punctuation, spelling, usage and style compliance. Performs minor editing, relying on style sheets from target publication outlets.
• Prepares various personnel-related documents and administrative arrangements for office space, business travel, payment documents, computer accounts, office support, etc. Prepares administrative and fiscal documents for program staff and for student programs and activities in accordance with Center policy and procedures.
• Develops and Maintains office procedures needed to ensure the smooth functioning of the office, especially managing control records and filing systems for incoming correspondence, contracts, invoices and action documents, and follows up on work in progress to ensure timely reply or action.
• Communicates regularly with the teams of researchers to set mutually understood priorities for the multiple workstreams in the Research Program. Responds to incoming correspondence and tasks and uses good judgment to determine which can be acted upon appropriately. Uses initiative to clarify difficult or conflicting responsibilities and resolves problems through both collaborative and individual efforts.
• Makes necessary arrangements for staff travel, prepares transportation 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, working in coordination with the Fiscal Officers and the Disbursing Officers.
• Maintains calendar of Research Program events and works with teams of researchers and the administrative staff to resolve schedule conflicts, assign space for events and staff offices, and keep the Research Program informed of upcoming events.
• Assists with arrangements for conferences, workshops, and other meetings as necessary. Assists with preparation of workshop materials, requests for payments, and other financial or programmatic documentation. Assists participants during their stay at the Center. Arranges coffee service, receptions, and lunches as requested by staff.
• Assists with the production of staff publications as necessary. Liaises between staff and printers or publishers to ensure that reports are completed efficiently, timely, and in the required format.
• Provides additional clerical and/or administrative support to Program units as needed or assigned.
• Performs other related duties as assigned.

SUPERVISION: This position performs under general supervision of the Deputy Director in the Research Program. The supervisor makes assignments by defining objectives, priorities, and deadlines.  The employee works independently, using a general understanding of the expected outcomes and the scope of the assignments, and draws upon experience in resolving the more difficult situations that occasionally arise.  The work is reviewed for technical accuracy, soundness of judgment, and adherence to program requirements and objectives

REQUIRED QUALIFICATIONS

At least five (5) years of related work experience with progressively increasing responsibilities which demonstrates the ability to perform the duties of this position, or a combination of post high school education and other-related experience which totals five (5) years.

Demonstrates the ability to plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; to establish and maintain accurate files and records; 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 poised and confident in handling a range of situations including correspondence with senior/C-suite people; 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 appropriately handle confidential material; to compose correspondence for routine and non-technical matters; to gather and/or prepare background materials; to function effectively as part of a team; and to analyze operational situations and make recommendations.

Possesses knowledge of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment. Proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and other equivalent applications; with Google suite, Microsoft 365, or other work sharing platforms; and with meeting software such as Zoom and Skype.

PREFERRED QUALIFICATIONS:  Experience communicating with a diverse range of peoples from various cultural backgrounds. Knowledge of the Asia Pacific region. Knowledge of video and camera equipment and video and photo production software. Experience processing fiscal and administrative forms.

SALARY: $53,074.02 per year which includes a cost-of-living allowance (COLA) currently at 9.28% (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