Program Officer at East-West Center in Honolulu, HI

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 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.

 

MAJOR DUTIES:

• Plans, coordinates, and delivers administrative and logistical support for individual and group activities within the Education program including workshops, conferences, and seminars in coordination with Education Program Specialists and student leadership teams. 
• Assists staff and students with planning and budgeting for participant programs/activities and prepares work calendars. Monitors activity budgets, tracks expenditures, prepares financial projections, and recommends responsible use of allocated resources.
• Prepares and routes administrative and fiscal documents for student scholarships and programmatic activities in accordance with Center policy and procedures. Coordinates housing arrangements and travel logistics for new and continuing students. Organizes documents and maintains accurate records.   
• Collaborates with CER in the development, design, and publishing of event flyers, social media posts, blog, and other-related promotional event resources and collateral for student activities. Ensures all physical and digital promotional materials comply with EWC branding policies. 
• Builds and maintains positive working relationships with student leaders and internal stakeholders to support cross-functional program execution. Works closely with student leaders to plan and execute high-quality events and activities, bringing teams together for regular meetings, helping create timelines and work plans, and guiding and monitoring student progress on logistical aspects of activities. 
• Liaises with EWC IT office on purchase and adoption of technologies for EP activities. Assists students and EP staff in using technologies (e.g., SurveyMonkey, Google, Mentimeter, Canva, Wordpress, YouTube) for program promotion, organization, evaluations, collection of data and other needs. 
• Maintains activity records and provides continuity for student-run program planning. Works closely with students to develop after-action reports and create thorough records and templates to guide future leaders of activities. 
• Drafts communication materials, outreach content, and stakeholder updates of EP events for Board of Governors reports, EWC annual reports, webpages and in other spaces that promote program awareness and engagement.
• Assists with the production and coordination of consultant contracts, Memorandums of Understanding or Memorandums of Agreement.
• Assists with the administration of EWC Travel Grants, Field Research, and Student Emergency funding. Ensures student compliance with EWC fiscal and other policies in expenditures and activities.
• Arranges travel and assists with travel-related documentation for staff. 
• Assists student leaders and interns in maintaining assigned workspaces and managing their inventory of supplies, equipment and materials. 
• Provides guidance, technical assistance, and support to staff, partners, or participants related to program processes and requirements.
• Maintain accurate and confidential records, files, and databases in accordance with records retention standards.
  

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 Associate Dean of Education. The incumbent has some 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. The supervisor or a Program Specialist shall provide guidance on administrative and logistical challenges and in setting priorities when the workload demands.  

REQUIRED QUALIFICATIONS:
Education & Experience – Bachelor’s degree plus at least three (3) years full-time experience which demonstrates the ability to successfully perform duties of this position. Experience should demonstrate work (both independently and collaboratively) resulting in the planning and coordination of activities and 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 – To manage office operations as well as one’s own time effectively and efficiently in a fast-paced environment; to plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; 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 sensitive to and assess the needs of people; ; to work effectively in a highly non-routine environment; 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 establish and maintain accurate files and records; 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 a work leader in developing a team approach in the work environment; and to analyze operational situations and make appropriate recommendations.  

Knowledge – of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment. Proficiency in Microsoft Suite programs including Word, Outlook, and Excel, other equivalent MS applications. General proficiency with google forms/docs, SurveyMonkey, Wordpress, or similar programs.

Work Schedule – While a standard work week is from Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill the needs of student activities and other designated Education programs.

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 $70,005.44 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.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

 

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References (with appropriate contact information) in your Application

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

 

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.