Disbursing Supervisor (Finance & Accounting)

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 Finance team is currently seeking a Disbursing Supervisor who can provide exceptional leadership and organization to the Center's disbursing operations. This position is responsible for overseeing all disbursement functions, including accounts payable, payment processing, and cash management activities. The ideal candidate is highly organized, detail-oriented, and able to manage multiple tasks and deadlines simultaneously and effectively as the position ensures timely, accurate, and compliant processing of vendor payments, employee reimbursements, and other required financial obligations.

MAJOR DUTIES:

Operational Oversight

• Supervise and coordinate all accounts payable and disbursement activities.
• Ensure accurate and timely processing of invoices, check runs, ACH payments, wire transfers, and credit card reconciliations.
• Manage travel account changes and recommendations to Center travel policies as needed.
• Review and approve payment batches, journal entries, and vendor setups.
  

Internal Controls & Compliance

• Establish and maintain strong internal controls over disbursement processes.
• Ensure compliance with internal policies, grant requirements, and relevant federal/state regulations.
• Support audit preparation by providing documentation, reconciliations, and system reports.
• Monitor segregation of duties and mitigate fraud risk.

Supervision & Team Leadership

• Supervise, train, and evaluate disbursing staff.
• Develop and maintain standard operating procedures and promote process consistency throughout the Center.
• Identify workflow improvements and implement best practices.
• Foster a culture of accountability, accuracy, and service orientation.

Financial Reporting & Reconciliation

• Reconcile accounts payable subledger to the general ledger on a monthly basis.
• Review aging reports and resolve outstanding issues.
• Assist with month-end and year-end close processes.
• Generate and analyze disbursement reports for management review.

Vendor & Stakeholder Management

• Maintain positive working relationships with vendors and internal departments.
• Resolve payment discrepancies and disputes in a timely manner.
• Ensure vendor compliance documentation (W-9s, insurance certificates, etc.) is current.

The position may perform other duties as assigned.

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

The position provides direct on-site supervision, coordination, and direction to the unit’s Voucher Examiners. The position may determine priorities of daily work assignments and direct staff to various projects and priorities as needed.

REQUIRED QUALIFICATIONS: Bachelor’s Degree in Business or a related field; or equivalent training and experience from which comparable knowledge and ability can be acquired. Possesses at least three (3) years of relevant work experience demonstrating the ability to perform the major duties of this position.

Demonstrated 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 effectively and deal pleasantly and helpfully 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 appropriately handle confidential information; to communicate effectively both verbally and in writing and to function effectively as a work leader.

Knowledge of routine office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment, including computers, LCD projectors, and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, or other equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits - The annual salary for this position starts at $70,005.44 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

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, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.