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 (“EWC”) is accepting applications for a temporary, 12-month appointment, with opportunity for extension, for a Program Assistant within the Professional Development Program. This position will assist the supervisor and other program staff members by performing secretarial, clerical and complex administrative work in support of Center-wide events, conferences and international exchanges.
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 and reviews Fellowship email accounts and refers them accordingly. Ascertains which items can be acted upon personally and takes necessary action. Compiles and records all applications and appropriate documentations for committee’s review.
- 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.
- 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.
- Provides assistance to other Programs in PDP as needed and other related duties as assigned.
SUPERVISION: This position works under the 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: 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.
The incumbent shall demonstrate their 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.
The incumbent shall possess 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.
Physically, the incumbent may experience prolonged periods of sitting at a desk and working on a computer., and must be able to lift up to 15 pounds occassionally.
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: $ 47,761.92 per year which includes a cost-of-living allowance (COLA) currently at 9.28% (subject to change annually).
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
