Program Assistant; Professional Development

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’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. 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 Professional Development Program 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.

• Prepares and processes a variety of administrative and fiscal documents in accordance with EWC policies and procedures. Works closely with other EWC staff on fiscal-related procedures and documents, providing relevant information needed for the smooth operation of programs.
• Assists with the arrangements of travel related to program activities and participants, including travel itineraries, reservations for transportation and/or accommodations, communicating with organizations and offices to be visited, contacting people about programmatic arrangements, and preparing and processing related documents in accordance with current EWC policies and procedures.
• Drafts and collates information to meet various internal reporting requirements, including for the unit, for EWC’s Annual Report, and for the Board of Governors, sharing this with relevant staff overseeing these projects.
• Liaises with other units of the East-West Center to support fiscal work, the such as program development, external communications, and alumni engagement, as well as new programmatic opportunities.
• Assists in the preparation of budget documents.
• Serves as a work leader for student assistants, managing, assigning, training and overseeing their work. Assists in the student hiring process.
• Assists with the organization and execution of program activities that include initiating and handling logistical and administrative arrangements for program participants, including but not limited to workshops, classes, field studies, meetings, etc. Prepares and prints materials for such activities, including digital materials for online learning platforms.
• Coordinates room bookings, classroom setup, program schedules and speaker biographies, and, with staff guidance, creates and compiles results for program evaluations.
• Assists with recruitment for existing and emerging programs. Corresponds with and fields inquiries from applicants, candidates, and alumni regarding program requirements and procedural matters.
• Assists with pre-arrival communications and award documentation for program participants. Organizes, maintains, and ensures the accessibility of electronic and hard-copy records and documentation in accordance…