Senior Program Officer

2 weeks ago

Honolulu, United States East-West Center Full time

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 Senior Program Officer for a limited, two-year appointment (with possibility of extension). This position manages the participant awards process, as well as documentation and coordination of its administrative tasks. The incumbent will also support the unit's residential and field-based leadership programs through the planning, administration, coordination, implementation, and evaluation of participant aspects of assigned programs; ensure compliance; and apply EWC internal and regional policies and procedures to participants.

MAJOR DUTIES:

Program Development, Coordination, and Planning

  • Holds primary responsibility for administrative and logistical arrangements that support programs and program activities to include the dissemination of public information; recruitment and selection of participants; identifying and contacting of instructors and resource persons, and preparing contractual arrangements; organizing logistical details of and, if required, accompanying participants on field studies; managing resources; negotiating and drafting memoranda of understanding between the Center and cooperating organizations; creating informational materials; reserving and preparing a classroom facilities to meet the needs of the program, including physical layout and audio-visual technical support.
  • Arranges logistical support for individual and group activities to meet the specifications and learning objectives of programs, including off-campus activities and field studies, workshops, conferences, and seminars both at the East-West Center and at locations in the United States and internationally.
  • Organizes and oversees non-academic aspects (sightseeing, dinners, etc.) of participants' experience within Professional Development programs as requested. Coordinates plans as needed with other offices within and outside the Center.
  • Evaluates program activities with Program Coordinators and uses feedback to improve program experiences, especially regarding logistical, administrative, residential, and other arrangements.
  • Maintains knowledge of best practices in event/activity management and coordination. Participates in developing, recommending, and implementing plans, policies, systems, and procedures applicable to the Professional Development Program projects.
Participant Support and Compliance
  • Knows, interprets, applies, and ensures compliance with Center participant-related policies and procedures. Recommends changes as needed. Administers and composes participant awards and award change notifications and all related documents in consultation with the coordinator and other appropriate staff. Informs participants of all categories of EWC policies and procedures relevant to their category of participation. Monitors awards for fulfillment of conditions and compliance with EWC, U.S. government, funding agency, and other country-specific policies and procedures.
  • Manages participant awards and documents pertaining to travel, payments, visa applications, and health-related requirements and insurance, to enable the individual to participate in activities. Drafts invitation letters to participants. Writes and distributes to participants information about administrative arrangements, including tax implications of scholarship awards.
  • Advises participants of procedural, administrative, visa, health, and personal 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.) Serves as an after-hours contact person for participant emergencies.
  • Provides appropriate written and oral orientation for participants and other visitors regarding Center policies and procedures, services, personal and everyday life at the Center. Will conduct orientation sessions with other Center offices as necessary.
Unit Support
  • Assists with supervising Program Assistants (as directed) in carrying out daily and programmatic activities. Plans, supervises, and evaluates the work of assigned staff; with staff, develops, implements, and monitors work plans to achieve assigned activities' mission, goals and performance measures.
  • Assists program staff with planning and budgeting for participant programs/activities and preparing work calendars. Monitors activity budget. Recommends corrective action as appropriate. Approves expenditures for participants and appropriate activities.
  • Collaborates with supervisor to set budget goals and ensures they're followed. Evaluates budget proposals and financial requests for viability. Ensures budgets align with established goals and forecasts financial needs throughout the year.
  • Prepares cost estimates and plans, while providing necessary reporting, documentation, and financial assessments.
  • Approves invoices and ensures that the correct expenses are charged to the appropriate accounts. Performs monthly reconciliations; writes expense reports and purchase orders; and reviews all approved expenses monthly to ensure all charges are allocated appropriately.
  • Ensures fiscal compliance and Center policies and regulations.
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 independently but receives general direction from the Leadership Program Senior Manager. Assignments are made in terms of broad goals and deliverables and work may be reviewed for fulfillment of objectives and conformance with departmental policy and practice. The incumbent demonstrates a high degree of autonomous judgment, discretion, and resourcefulness in resolving complex and/or intricate issues and problems and resolves them in a timely and efficient manner.

REQUIRED QUALIFICATIONS: Education & Experience - A bachelor's degree with at least four (4) years full-time 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 - To manage office operations as well as one's own time effectively and efficiently in a fast-paced environment; proficient with Microsoft Office Suite or equivalent computer applications; strong interpersonal, critical thinking, verbal and written communication skills; 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 be poised and confident in handling a range of situations; 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; 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 $82,371.96 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.

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