Program Assistant

Program Assistant

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 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 Assistant 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.

Responsibilities of the Program Assistant:

• Prepares program material for staff. Gathers information from program files and other sources and summarizes information in response to requests. Follows up on work progress to ensure timely response and action. Brings important matters to the attention of appropriate staff. In absence of individual staff, assumes responsibility for ensuring that requests for action or information are made known to responsible personnel who can satisfy the requests.
• Initiates and prepares a variety of administrative, participant award and fiscal forms, following standard office procedures and checking with appropriate program staff to resolve problems. Prepares and processes for Fiscal Officer approval purchase orders, authorization for payment, housing requests, travel requests and completion forms, general work requests, Imin requests, IT requests, petty cash, and other payment documents.
• Provides assistance with arrangements for workshops/conferences/meetings including, but not limited to preparing workshop materials, workshop/conference registration, processing requests for payment and other financial or programmatic documentation, arranging coffee/tea service, meeting room set-up (including PowerPoint presentations, recording, and video conferencing), receptions and meals, running errands, handling travel reservations and assisting participants during their stay at the Center. Assists in facilitating virtual programs such as webinars, workshop breakout training rooms, and online briefings through Zoom or other designated platforms.
• Drafts correspondence, documents, reports, proposals, manuscripts, letters, faxes, and memos, from notes and oral instructions. Reviews for proper spelling, grammar, mathematical calculations, format, and arrangement of the final copy. Performs minor editing as necessary.
• Establishes and maintains program files, modifying as needed for efficient access and retrieval of correspondence, records, documents, and forms.
• Receives and reviews Fellowship email accounts and refers them accordingly. Ascertains which items can be acted upon personally and takes necessary action. Compiles and records all applications and appropriate documentations for committee's review.
• Assists with arrangements, including financial or programmatic documentation, and orientation for Visiting Fellows, Visiting Scholars, Research Interns, Professional Associates, Official Visitors and Consultants as necessary.
• Receives visitors and telephone calls. Ascertains nature of business and based on in-depth knowledge of the program or operation and handles appropriately. Refers visitors to appropriate program staff.
• Arranges staff travel, prepares transportation and/or hotel reservations, notifies organizations and office to be visited, keeps in touch with those traveling and prepares travel documents in accordance with current policies.
• Receives requests for clerical/administrative services from other staff with the program, noting deadlines and special requirements, setting priorities to accomplish tasks by time needed, checking with appropriate staff to confirm deadlines when there is a conflict; confers with the Supervisory Program Officer when unusual assignments are received or when excessive workload occurs.
• Oversees and maintains office room assignments and office keys.
• Maintains calendar of appointments and activities for program staff. As needed, briefs staff on matters to be considered before scheduled meetings. Facilitates virtual meetings through Zoom or other designated platforms. Reschedules appointments should staff not be able to attend.
• Arranges program reports/publications as necessary. Provides liaison between program…