Program Assistant Job Vacancy in East-West Center Honolulu, HI 96848 – Latest Jobs in Honolulu, HI 96848
Are you looking for a New Job or Looking for better opportunities?
We got a New Job Opening for
Full Details :
Company Name : East-West Center
Location : Honolulu, HI 96848
Position : Program Assistant
Job Description : ALL QUALIFIED PERSONS, ESPECIALLY WOMEN, MEMBERS OF MINORITY GROUPS, VETERANS AND PERSONS WITH A DISABILITY, ARE ENCOURAGED TO APPLY. IF YOU HAVE A DISABILITY OR ARE A PROTECTED VETERAN, WE INVITE YOU TO IDENTIFY YOURSELF, ON A VOLUNTARY BASIS, AND TO ASSIST US WITH PLACEMENT AND REASONABLE ACCOMMODATION.
SUMMARY:
The East-West Center is accepting applications for a limited, two-year appointment (with possibility of extension) for Program Associate in the Professional Development Program (PDP). This position performs a variety of program support duties for PDP. The incumbent is under the supervision of the Asian Studies Development Program (ASDP) Manager but will work closely with other program staff as assigned. The incumbent performs routine and complex administrative and fiscal duties.
MAJOR DUTIES:
Duties and responsibilities include assisting with administrative support for conferences and workshops, including responding to participant requests for assistance, arranging local transportation, meals and receptions, receiving materials for copying and distribution, informing those who need to know of status of all arrangements, taking initiative in adhering to specified guidelines of various grant-providing institutions regarding particular stages of planned activities, e.g., announcements, advertising, application process and follow-up reports, including informing coordinator or supervisor of deviations and follows through with solution to problem at hand, assisting with production of program information brochures and newsletters, following through with proofing, final editing of copy materials, serving as a liaison between supervisor and graphic and/or printing vendors, coordinating application intake process for programs’ various seminars and institutes, preparing applicant files for review by program coordinators, and ensuring that materials are in proper order and sending notification letters/emails to applicants, upon decision of selection committee.
Duties and responsibilities also included selecting from a wide variety of applications software the most appropriate type for a specific need, such as word processing, database, spreadsheet, and desktop publishing software, applying knowledge of the functional capabilities of different software types to complete routine and complex formatting and other tasks to include thank you cards, invitations, newsletters, brochures and other documentation as required for program events and activities, retrieving and manipulating data (into charts, graphs, tables, PowerPoint or other formats) for presentation in program brochures, news releases, reports, applications and publications, serving as one of the “editors” for the ASDP list-serve to add/delete/revise names/emails/send out information as requested, creating graphics and videos to promote ASDP programming utilizing the appropriate software, and developing content ideas to drive audience engagement and awareness of ASDP and its programs online, ensuring that final products follow East-West Center Branding Guidelines.
Duties and responsibilities also included preparing fiscal documents for proper and accurate transaction, ensuring that stipend payments for participants and consultant speakers attending workshops in Honolulu, the continental US and Asia are made on a timely basis, creating and using spreadsheets when appropriate, coordinating with supervisor on contract changes for grant-funded multi-year, multiinstitution projects to ensure timely payment to Institutions, making necessary arrangements for official staff and participant travel either through a travel agency or directly with sources, preparing plane and hotel reservations, notifying organizations and offices to be visited, keeping in touch with those traveling, and preparing travel documents in accordance with current policies.
Duties and responsibilities also include maintaining daily working schedule of supervisor, schedules appointments and meetings for supervisor and other staff, as required, receiving telephone calls, electronic mail messages and visitors, ascertaining nature, and or importance, and referring them to appropriate individual(s), responding to inquiries regarding upcoming program activities and answers questions relating to application process and other logistical arrangements at the Center, reviewing incoming correspondence and forwarding it with necessary information or instructions to appropriate person(s) for action, ensuring that outgoing correspondence, e.g., faxes, courier services, are executed in a timely manner, preparing final copies of correspondence, grant proposals, messages and other documents assigned for supervisor’s signature, proofreading and correcting outgoing communications, obtaining necessary clearances for outgoing correspondence and documenting and taking responsibility for their accuracy and proper form, including for correctly routing information copies.
Duties and responsibilities also including drafting memoranda, letters and messages for supervisor’s signature from brief oral instructions of supervisors, establishing, maintaining and or purging office files according to unit procedures, retrieving files on request, and assembling references from the file, taking responsibility for the security of confidential documents in incumbent’ s care or in files, ordering and maintaining and submitting payment requisitions for Professional Development office supplies including special supply requests and printer cartridges and computer paper, monitoring Professional Development equipment (laptops/LCD, etc.) for non-overlap of equipment requests, serving as key operator for the photocopier machine, assisting in the formatting, updating content provided by program coordinators and maintenance of the program website for activities using standard web-creation software and handling social media posts and blogsites using content provided by program coordinators and for performing other duties as assigned.
SUPERVISION:
The incumbent is under the general supervision of the ASDP Manager. Work is assigned by supervisor or other program staff. The incumbent is expected to work effectively as part of a team and requires flexibility in handling support duties for a variety of programs. May supervise Student Assistants, Casual and Temporary hires on specific tasks, giving instructions, setting deadlines, and checking work prepared by them.
REQUIRED QUALIFICATIONS:
Education – High school diploma or equivalent training and experience from which comparable knowledge and ability can be acquired.
Experience – Four years of full-time work experience that demonstrates ability to perform the duties of this position or a combination of post high school education and directly related experience which totals four years.
Demonstrated Ability – To plan, 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 work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to be sensitive to and assess the needs of people to work under the pressure of deadlines and competing demands; to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment to acquire and maintain knowledge of and appropriately apply various policies and procedures to establish and maintain accurate files and records; to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to communicate effectively both verbally and in writing; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; and to function effectively as a work leader. Proficient in the use of Microsoft Word and Excel or equivalent programs.
Knowledge – Of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment.
SALARY: $50,877.91 per year which includes a cost-of-living allowance (COLA) currently at 9.75% (subject to change annually) and an attractive total compensation package.
WHO MAY APPLY: All persons who meet qualification requirements.
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.
An Equal Opportunity Employer/Vet/Disabled
As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment.
This is a full-time position
This post is listed Under Hawaii jobs
Disclaimer : Localpublic.in works to publish latest job info only and is no where responsible for any errors. Users must Research on their own before joining any company
