Program Assistant, China and Northeast Asia

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Summary

The Program Assistant (PA) will support the China and Northeast Asia programs. The PA provides programmatic, administrative, and logistical support, including program coordination and scheduling, basic research and writing, and other duties as they arise with a primary focus on China. The Program Assistant will report to the Program Officer, China, and works closely with other Asia Center staff as needed. This position is full-time and based in Washington, DC.

TARGET SALARY

Grade 7 - $55,000 - 57,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

Major Duties and Responsibilities

Program and Administrative Support:

Provides programmatic support in strategic planning, design, project implementation, reporting, and monitoring and evaluating. This includes:

• Supporting drafting internal and public documents.
• Supporting drafting quarterly reports.
• Supporting project tracking and reviewing project deliverables.
• Managing the documentation of events and projects, including recording developments in USIP’s QuickBase and systems and SharePoint.
• Preparing summary event and project demonstration for USIP’s executive office and other departments as needed.
• Assists with public outreach regarding China and Northeast Asia products, particularly web and social media outreach.

Attends internal and external meetings with partners. This includes:

• Taking notes and distributing them to the Team, as needed.
• Serving as a connector and representative when other Team members are unable to be physically present for the meeting, setting up the systems to allow for remote participation.
• Build relationships and liaise with other departments at USIP as needed to accomplish the above tasks.
• Develops and maintains program-related files, documents and database records.
• Assists in establishing and maintaining policies and procedures to manage the day-to-day operations of the China and Northeast Asia programs.
• Develops and maintains relationships with vendors and partners.
• Coordinate the publications peer review process in line with publications guidelines and deadlines.
• Provide program design, implementation, and reporting support to programs.

Budget and Contract Management Support:

• Supports Contracting Officer Technical Representatives (COTRs) to administer contracts, track progress toward milestones, receive deliverables and monitor contract end dates.
• Executes the contracting process by supporting the drafting contracts, preparing required contracting information, submitting requisitions, scheduling contract launch meetings, processing invoices, and monitoring payment processes, and ensuring contract close-out.
• Liaises with the Asia Center’s Resource Management and USIP Finance and Procurement Teams to track budgets, resolve issues, and review budget and financial reports to help monitor program budgets.
• Ensures quality control by inputting transactions correctly and tracking the budget using financial management software.
• Coordinates the resolution of any problems or delays with the USIP Finance and Procurement staff.
• Coordinates with the USIP Finance Team to obligate and expend funds, track budgets, resolve issues, and generate budget and financial reports to help monitor program budgets.
• Generate routine budget reports to help monitor program budgets.
• Develops recommendations on any actions that may be required to ensure the program has the resources necessary to meet its goals and objectives.
• Manages vendor contracts and payment receipts (e.g., writing a wide variety of contracts with external organizations to support special events or program activities).
• Provides technical advice on contract-related requirements.
• Supports the China and Northeast Asia teams in developing funding concept notes and proposals as requested.
• Serves as the main point of contact for external contractors or vendors on any contractual or logistical-related items.

Research Support & Writing Support:

• Supports the China and Northeast Asia teams in drafting and compiling reports.
• Builds and maintains substantive expertise on a range of issues related to China and Northeast Asia.
• Conducts substantive research as needed by members of the China and Northeast Asia teams.

Meetings, Events and Logistics Planning :

• Makes domestic and international travel arrangements for staff and contractors including creating Travel Authorizations and processing Travel Vouchers in a timely manner.
• Provide substantive and administrative support for small and large invite-only meetings and public events, including study groups, consultations, workshops, and other programmatic activities:

o Regularly updating and expanding email lists and consulting internally as needed on invitees.

• Drafting invitation text and taking RSVPs for events.
• Using USIP’s event systems to reserve rooms.
• Operating the virtual portion of the event, including reserving Zoom, Microsoft Teams or teleconferences lines in advance and operating platforms during the meetings to allow for remote participation.
• Liaising with reception and security to grant building access to guests and greeting and escorting guests.
• Arranging food and refreshments as needed.

Performs Other Duties as Assigned.

Qualifications

• Bachelor’s degree in international relations, conflict management or a related field is required. A major or concentration in China region studies preferred.
• One (1) or more years of business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities required.
• Working knowledge of the China and/or Northeast Asia region required.

• Excellent writing and verbal communication skills.
• Knowledge of and ability to use program management processes, especially project planning, budgets and monitoring and evaluation.

• Strong skills in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) are required. Previous experience with databases and/or data management tools, including financial management software, is preferred and Salesforce is strongly desired.
• Experience with Momentum/Pegasys financial management system strongly desired.

• Strong time management skills with the ability to prioritize work and meet deadlines.
• Experience organizing conferences and meetings and making domestic and international travel arrangements preferred.

• Demonstrated ability to work collaboratively and develop effective working relationships and strong interpersonal skills, including cross-cultural communication.
• Mandarin Chinese language familiarity is preferred.

CLOSING DATE OF THIS ANNOUNCEMENT IS 06/27/24.

All applicants must be US citizens to be considered for positions with USIP. 

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application including titles, dates of hire and salary requirements.
2. Cover letter
3. Resume  

Only those applicants that are selected for further discussions will be contacted.

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law .