Program Officer

SUMMARY: 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. Over the last 50 years, the Center's Leadership Program has cultivated leaders from diverse fields across the region by linking high-level content with experiential learning and emphasizing practical application of ideas, fulfilling its vision to convene, develop, and equip a network of leaders to solve challenges of common concern.

Our team is seeking an on-site Program Officer for a limited, two-year appointment (with possibility of extension). This position prepares all  documents for all participants and consultants within the East-West Center's Leadership program unit and ensures the logistical planning, administration, coordination, implementation, evaluation, and compliance of participant aspects for their assigned programs are carried out as planned. 

MAJOR DUTIES:

Program and Activity Support

• Assists with recruitment, logistical, administrative, and support functions within designated EWC activities including travel arrangements, preparation of program-related materials, activities, and award opportunities. Works with activity coordinators to ensure that all applicable policies and procedures are applied to participant recruitment and selection processes.
• Participates as needed in the selection of participants for programs.
• Assists in the planning and budgeting for participant programs/activities and monitors the activity budget.
• Reviews and approves programmatic expenditures to ensure they align with policy. Recommends corrective action as appropriate to ensure program is within budget parameters.
• Assists in planning and administering programs and arranges logistical support for activities such as workshops, conferences, and seminars both at the East-West Center and at locations in the United States and other countries, including making local, domestic, and international travel arrangements and coordinating other logistical needs.
• Coordinates with Leadership Program staff on non-academic aspects (accommodation, site visits, meals, etc.) of participants’ experience.
• Facilitates virtual meetings/webinars as assigned.
• Provides administrative support for Leadership Program activities and coordinates plans as needed with other offices within and outside the Center.

Participant Support and Communication

• Manages participant awards and related documents, including visa applications and health insurance applications, to enable participation in activities.
• Advises participants of procedural, administrative and health matters. Exercises tact and cultural sensitivity in establishing and maintaining cooperative relationships with multicultural and diverse levels of participants (e.g. heads of government agencies, professors, country program representatives, etc.).
• Provides appropriate written and oral orientation for new participants and other visitors regarding Center wide policies and procedures, services, personnel, and everyday life at the Center. When appropriate, provides orientation with other Center offices.
• Serves as an after-hours contact person for participant emergencies.
• Writes and distributes to participants information regarding administrative arrangements and communicates with participants regarding tax implications.

Policy Compliance and Administration:

• Interprets, applies, and ensures compliance with the Center’s participant-related policies and procedures. Recommends changes as needed.
• Composes participant awards and award change notifications, and all related documents in consultation with Leadership Program senior staff and other appropriate staff. Informs participants of EWC policies and procedures relevant to their category of participation. Monitors awards for fulfillment of conditions and compliance with the EWC, U.S. government and other country policies and procedures.
• Prepares consultant contracts, Memorandums of Understanding (MOU) or Memorandums of Agreement (MOA) where applicable.
• Consults with appropriate staff to resolve problems regarding participant procedures and activities.

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 Leadership Program Senior Manager. The supervisor assigns specific projects. The supervisor or Senior Program Officer will assist with controversial issues while the incumbent has 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.

REQUIRED QUALIFICATIONS: Education & Experience – A bachelor’s degree with at least three (3) years of full-time work experience which demonstrates the ability to successfully perform duties of this position. Experience should also demonstrate work (both independently and collaboratively) resulting in the planning and coordination of activities (both domestic and international) as well as interpreting and applying policies and administrative procedures including oversight and processing of contracts and complex fiscal paperwork. 

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 – Able to organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to commit to diversity, equity, and inclusion; to work and deal effectively 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 perform effectively in a non-routine work environment; to appropriately handle confidential information; and to find appropriate ways of effectively managing resources; 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; and of safe and efficient use of cleaning materials, chemicals, tools, and equipment. Proficiency with Microsoft program tools such as Word, Outlook, PowerPoint, and Excel.

Work Environment – The position performs most tasks indoors, in an air-conditioned office environment. Occasionally, the position will be required to perform physical tasks outdoors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Incumbent shall possess a valid US passport or is able to obtain one within two months as the position may occasionally travel within the Asia-Pacific region for program activities.

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 $68,081.01 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.