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 (EWC) is accepting applications for a limited, two-year appointment (with possibility of extension) for a Program Assistant within Financial & Administrative Services. The Fiscal Assistant assists with budgetary and financial oversight for EWC’s appropriation of various external contracts and grants. The incumbent will execute routine clerical accounting tasks related to the preparation, processing, and maintenance of statistical, financial, billing, and other related fiscal records. He or she will also assist Fiscal Officers (FO) in performing other tasks related to payroll, financial reporting, records retention, and data entry to ensure smooth and efficient operations.

MAJOR DUTIES:

BUDGET AND FINANCE

• Collaborates with the fiscal officers in the preparation of program/project budgets for East-West Center (EWC) programs, by drafting, on own initiative, specific portion of the budgets. This involves determining and applying proper cost factors, through analyses of historical data, background research, or discussions with staff. Incumbent proposes and transacts revisions of budget allocations as required to meet ongoing targets.
• Maintains records and controls for funding sources as assigned in coordination with the supervising Fiscal Officer (FO) and Senior Fiscal Officer (SFO). Has authority, in some cases, to transfer funds from one account to another.
• Prepares or assists in preparing a variety of financial reports and in advising program staff coordinators of the status of funds for their respective areas of oversight and for contracts and grants. Usually, approximately 70% of the time incumbent receives assignments and projects from the FO. However, projects come directly to the employee from program staff about 10% of time and 20% from the SFO.
• Reviews all encumbrance and payment documents for accuracy, funding availability and compliance with contract and grant technical requirements. Works with staff to ensure that needed changes are made. Has signatory authority on all fiscal documents not only to approve items in the absence of the FO, but for approving documents, bringing only items of concern or of a problematic nature to the attention of the FO, either recommending or to discuss an appropriate course of action. Incumbent also follows up with support staff to assure adherence to proper policies and procedures and to advise staff of necessary corrective action.
• Updates system to track subcontracts, MOAs/MOUs and consultant contracts, and advises FO of action needed to extend, modify or close out instruments.
• Assists FO with drafting and processing consultant contracts, subcontracts, MOAs, MOUs, amendments, etc. On occasion, the incumbent may fully draft an instrument, discussing the particulars of the work scope or related information with staff or the prospective contractor, and assuring that the instrument is properly reviewed and executed in a timely manner.
• Assists FO and program staff with all phases of the contracts and grants process: proposals, implementation of award, modifications, financial reporting, closeouts, etc.
• Participates in center meetings for the coordination of financial affairs. Participates in the formulation of policies, procedures, and modifications with respect to fiscal activities.
• Provides training for other support staff as required. Also orients new support staff to requirements for processing fiscal documents and acquaints them with various departments, staff and services in central administration as necessary for performing their jobs.
• Provides back up support, including processing and approving fiscal documents, for other EWC programs as required.

ADMINISTRATIVE

• Assists with inventory records of hardware equipment within the EWC programs.
• Works with the FO in developing systems, which contribute to the smooth and efficient management of budgetary processes, financial management, and overall administrative systems affecting operations at the Center.
• Assists in maintaining liaisons with central administration with regard to relevant budget, fiscal, and administrative matters.

The position may be asked to perform other duties not listed on this position description as assigned by the supervisor.

SUPERVISION:

This position works under the general supervision of the Senior Fiscal Officer. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments and handles problems and deviations as they arise and may take some problems along with possible solutions to the supervisor for advice and approval.

REQUIRED QUALIFICATIONS:

A Bachelor’s Degree, or equivalent training which comparable knowledge and ability is derived is required. Possesses at least three (3) years of full-time experience that demonstrates the ability to perform the duties of the position; or a combination of post high school education and directly related experience which totals six (6) years. Qualifying experience must have experience assisting with planning and controlling a financial program or series of accounts; exercise of analytical ability; assisting with the management and expenditure of funds; and preparing related financial reports.

Demonstrates the ability 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 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 work effectively as a team member; and to appropriately handle confidential information; and ability to use financial management spreadsheet software.

Possesses knowledge of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage as it relates to verbal and written communication; of office machines and equipment, including computers, LCD projectors, and other advanced equipment; proficiency with a wide range of technologies, including Microsoft Word and Excel or equivalent programs; Microsoft Teams, OneDrive, Google Suite or equivalent cloud-based collaborative software; of Zoom or equivalent teleconferencing technology.

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