Administrative Officer

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 Research Program is currently seeking an Administrative Officer 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 technical 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:

• Manages the daily operational support and administrative functions within the unit and monitors the overall workflow, determining administrative priorities to ensure that priorities are met, and that adequate support is provided for all unit activities. 
• Coordinates with the Director, Deputy Directors, and/or relevant staff on advance planning for the smooth and efficient operation of the unit to ensure needs are met. Identifies areas of improvement and trends related to unit administration, bringing these to the attention of the Director and relevant staff along with appropriate information, analyses, advice, and recommendations for remedial action. Establishes and maintains relations with other EWC units and external organizations to facilitate cooperation on operational and administrative matters. 
• Provides training to staff on fiscal paperwork and procedures required by programs fiscal training to staff and serves as a resource person on related documents and procedures, making sure they align with Center policies and procedures.  
• Assists the Front Office with the coordination of tasks related to the onboarding and professional development of staff within the unit. 
• Manages the organization, maintenance, budgeting, allocation, purchasing, and management of office supplies, space, equipment, and procurement of services within the unit. Establishes necessary standards and procedures to ensure that priorities are met and that EWC policies are followed. Monitors office equipment and schedules necessary service or maintenance; requests work order quotes; and fulfills arrangements for delivery of goods, equipment, and other office-related services. 
• Monitors non-programmatic budget expenditures for the unit and provides the Director with regular updates on status. Assists the Director in preparing budgets and budget-related documentation for annual budget planning, and in tracking grant and other budget deadlines.  
• Coordinates with Facilities, IT, Fiscal and Administrative Services, HR, and other relevant offices on administrative operations, including matters related to office spaces, equipment, computers, printers, and various other administrative support services to ensure operational efficiencies and adequate support for staff and participants. 
• Assists in the development and implementation of contractual agreements initiated by the unit by collaborating on the drafting of contract parameters, specifying services and expected outcomes/deliverables, preparing justification narratives, and monitoring payment schedules. Works closely with staff in the Office of Management Operations to ensure fiscal and legal compliance. 
• Assists in the onboarding and coordination of Adjunct Fellows affiliated with the unit, including the processing of paperwork related to their engagement with the Center such as invitation letters, participant agreements, visa and health insurance applications, and other related documents that enable Fellow(s) to participate in EWC projects and activities to the fullest extent possible.  
• Drafts personnel documents and collaborates with the Office of Human Resources in processing all personnel transactions.  In this capacity, works closely with the Center’s Fiscal Office to ensure compliance with funding source requirements and budget constraints, and with the HR Office in the preparation, control, and processing of relevant documents.  
• Maintains all personnel records for the unit, including performance evaluations, budget, travel and leave information.  Monitors and assists with timely review of renewable staff appointments and shares information with appropriate offices about appointments that are ending. Maintains strict confidentiality of sensitive fiscal, participant, consultant, and personnel information. 
• Assists in the preparation of reports and presentations for the unit. Ensures all forms and component parts have been completed, and that the final product is complete and professionally presented as specified by the requestor. 
• Assists Front Office in ensuring compliance of the unit in fiscal, HR, CER, or President’s Office initiatives related to personnel and administration. 
• Develops, manages, and maintains an effective physical and electronic document filing system for the unit. Organizes physical spaces and collaborates with IT to ensure the storage and security of electronic files are maintained appropriately. Create standard procedures for the unit to follow for naming, organizing, and securing files and documents. Helps to plan and supports logistics for unit-wide events and activities, including but not limited to strategy and planning meetings, team-building events, and briefings; provides logistics and administrative support to programs teams as needed.  
• Is a core part of the Front Office team supporting the work of PDP and EP Participates actively in scheduled and irregular meetings, providing appropriate feedback and counsel when determining priorities and actions for the unit. 
• In coordination with the director/designees, reviews participant agreements in the Oracle system to ensure they conform with program budget and goals. 
  

SUPERVISION: This position performs under general supervision of the Director of the Professional Development 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:

Education & Experience – A Bachelor’s Degree and at least six (6) years of relevant work experience that demonstrate the ability to perform the duties of the position, including two (2) years of supervisory experience which demonstrates the ability to motivate, resolve conflict, plan, organize and delegate work; or a combination of post-high school education and directly related experience which totals six (6) years.

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 – Demonstrated ability to organize and carry out assignments by independently determining applicable regulations and procedures and appropriately applying policy and administrative directives; to apply sound judgment and analytical skills in making recommendations related to administrative matters; to maintain a high level of accuracy in working with numbers and other detailed matters; to communicate effectively both verbally and in writing; to work cooperatively and effectively with people of diverse backgrounds; to appropriately handle confidential material; to work effectively in a highly non-routine environment; to effectively handle numerous complex details; to set priorities and work under pressure; to adjust work operations within available resources; to anticipate and solve problem situations; to work independently; and to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations.

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, Outlook, Forms), Adobe Acrobat Professional and other equivalent applications. Familiar with the use and navigation of software and systems that are core to the unit’s functioning such as Microsoft Teams, Oracle, Zoom, Canva, and Google Workspace. 

SALARY: $68,081.01 per year which includes a cost-of-living allowance (COLA) currently at 8.90% (subject to change annually) and an attractive total compensation package.

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.

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 : $68,081