Administrative Assistant

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

Our Education Program is currently seeking an Administrative Assistant who can provide a high level of office and technical support for our team. In this role, you will have the opportunity to showcase your organization and administrative skills while working in a fast-paced, dynamic environment by ensuring our operation runs smoothly while also serving as team lead for our support staff. We encourage you to join our team and apply for this exciting opportunity today!

MAJOR DUTIES:

• Receives visitors, students, and telephone calls to the Deans and general inquiries to the Education Program.  Determines the nature of the calls or business of the visitors. If the business requires the attention of a staff member, determines the importance of the business or individual’s personal title is such as to require the attention of the Dean/Associate Dean, an appropriate staff member or if the individual should be referred to another Program.
• Assists in organizing and managing the Associate Dean’s activities schedule and makes commitments for meetings, lunches, etc. in consultation with the Dean as needed.  Responds to requests for information and resolves or assists in resolving questions that may arise. Handles logistical arrangements for meetings including room reservations (or Zoom set-up), parking, refreshments, technical needs, name tents, etc. Maintains positive relationships in offices of the Dean/Associate Dean’s key contacts at UH, in the community, and across the Center to help facilitate Education Program and Dean/Associate Dean’s activities. Prepares for visitors, including high-level delegations.
• Determines proper action for incoming correspondence and prepares draft responses as needed. Assists with outgoing correspondence, and reports from the Dean’s Office and other staff members as requested. Ensures proper format, grammar correctness and that all necessary coordination of facts has been completed and is in accordance with EWC and Education Program policies. Assists with preparation and approvals of e-announcement/flyers for student activities and Education Program events; ensures EWC brand and quality compliance (maintains knowledge of EWC branding guidelines).
• Assists with gathering and submitting information for HR, Foundation and Administration requests from the Education Program 
• In the absence of the Dean/Associate Dean, the incumbent assumes responsibility for ensuring that requests for action or information, which would normally receive the Dean’s attention, are made known to the responsible individual(s) who can satisfy the request.
• Composes correspondence and other materials on own initiative based on the Dean’s views and desires. In the absence of the Dean/Associate Dean, forwards correspondence requiring technical or policy decisions to other staff members for a reply.  Assists Dean/Associate Dean in managing Memorandums of Agreement, helping monitor and maintain deadlines and requirements, communication with partner agencies for document signatures and updates.
• Provides support services including preparing administrative and fiscal documents for program staff and for student programs and activities in accordance with Center policy and procedures. Coordinates with Education Program staff in handling logistical, administrative, activity, and housing arrangements and domestic and international travel logistics for new and continuing students. Forms include, but are not limited to, ACNs, third party billing forms for tuition and student fees, tuition waivers, requisitions for encumbrance, authorizations for payment, participant payments, petty cash reimbursements, stipends, travel documents and completions, purchase orders, contracts, and check requests.  Serves as a resource to other units within the Program regarding the processing of financial documents.
• Assists with selection, pre-arrival and orientation activities, field trips, site visits, scholarship information sessions, program conclusion ceremonies, and other student program activities that occur several times during the year, including planning activities such as opening bank accounts, scheduling group events and campus tours. Works effectively and collaboratively on team efforts with Education Program staff to assist with large gatherings, special training or partner activities and other events. Manages technology for EP events including Zoom meetings or physical events at EWC and offsite.
• Updates Education Program web pages ensuring Education Program activities are posted on EWC events pages and other necessary platforms. Liaises consistently with EWC communications team on social media posts and outreach for Education Program events. With Dean/Associate Dean and Student Programs Coordinator, facilitates student communications and outreach, including setting up and facilitating collection of information through Google forms and SurveyMonkey, communication via social media, listserves and newsletters, and creation of flyers for activities. Assists Dean with social media and other outreach with participants and alumni, as well as outreach with the local university and Honolulu communities. 
• Assists in preparation of reports, presentations and grant proposals by generating and updating annual and other program statistics, collecting data from across the Center and externally for narratives and tables, ensuring that all forms and component parts have been completed, and that the final product is complete and professionally presented as specified by the funder. Works with Education staff and fiscal officer in process of integrating/collating proposal narrative, executive summary, budget and appendices in PDF format if submitted as an upload/transfer. 
• In coordination with the Administrative Officer, initiates and prepares various personnel-related documents, monitors the completion of performance evaluation forms, timesheets and leave forms, handles arrangements and work orders for office space, business travel, payment documents, computer accounts, office support, etc.
• Is responsible for all official travel arrangements for the Deans and other Education staff, which includes flight reservations and hotel reservations, and gathers background information for trips.  Makes appointments with individuals and organizations to be visited during travel. Works closely with relevant individuals to coordinate appointments and itinerary. Writes thank you and follow-up notes to people the Deans have met with during the travel and follows through on items requiring action.
• Serves as a work leader for other clerical staff in the Program and serves as team lead for technology. Assists unit in facilitating technologies that are core to the Program’s functioning such as Google suite, Microsoft Teams, Oracle, Zoom, Canva, SurveyMonkey, and other programs as they arise. In coordination with the Administrative Officer, helps to identify work overloads within the Education Program and works with the appropriate staff to provide temporary relief.  Supervises and trains student assistants by giving instructions, setting deadlines, and checking their work. Assists other support staff as needed in performing similar work.
• Develops and maintains the office filing and file-sharing systems, both paper and virtual, via internal file-sharing platforms, Oracle Awards database, and other file sharing services such as Google Suites, Microsoft Teams and OneDrive. Develops and implements office procedures needed to ensure the smooth functioning of the office. Maintains and ensures strict confidentiality of all staff personnel files for the entire program.
• Works closely with Education Program staff to ensure follow-up on matters, including confidential and sensitive issues. Informs staff of regular and special staff meetings and ensures that an agenda is prepared and distributed prior to the meeting.
• Maintains familiarity with a variety of software applications to assist in the development and completion of word processing, PowerPoint, spreadsheet, and database and other presentation assignments.
• Attends Center-wide web representative meetings and tracks website technology updates from IT. In coordination with Participant Awards & Education Program Specialist, stays abreast of latest requests and requirements from IT and helps make sure Education Program is compliant.
  

SUPERVISION: This position performs under general supervision of the Associate Dean of the Education 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.  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 working on a shared drive and/or network. Experience communicating with a diverse range of people 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: $56,664.45 per year which includes a cost-of-living allowance (COLA) currently at 8.64% (subject to change annually) and an attractive total compensation package.

HOW TO APPLY:  Submit an electronic application at clicking APPLY FOR THIS JOB NOW. Please include a cover letter with position title and a statement why you are most qualified to fill this role, a resume, and names and addresses of three professional references that can attest to your work capacity. Our screening and assessment of your application will be based on the materials you've submitted.

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, in person position. Qualified individuals must reside in O'ahu and possess proper work authorization documents to work in the United States. 

Salary : $56,664