Project Administrator (J-PEAKS)
In December 2023, OIST was selected by the Ministry of Education, Culture, Sports, Science and Technology (MEXT) for the "Program for Forming Japan’s Peak Research Universities (J-PEAKS). This project aims to "promote the formation of a cluster of research universities that will drive the development of research capabilities in Japan as a whole by supporting the development of an environment in which core regional universities and universities with strengths in specific fields of research can strengthen their research capabilities by accelerating international development and social implementation of their research activities in collaboration with other universities, based on a management strategy centered on their strengths and distinctive research capabilities.
In this project, OIST will comprehensively promote strategic industry-university collaboration with a wide variety of industry-academia-government-finance partners in the Okinawa region and beyond, aiming to strengthen research excellence, internationality, and interdisciplinarity and to create innovations that contribute to solving global and regional issues. In addition, by acting as a bridge between Japan and the rest of the world, OIST will promote various projects to contribute to the internationalization and advancement of domestic researchers and human resources at universities and to play a role as a group of research universities that will drive the strengthening of Japan's research capabilities.
Each project at the University is carried out on a university-wide basis under the direction of the President, and the Provost, who represents the University in academic matters, provides cross-departmental oversight between projects. The Provost's Office plays a central role in supporting these projects.
Job Description:
The Project Administrator is responsible for coordinating meetings with internal and external parties, assisting in the preparation and editing of meeting materials and other documents, assisting in the allocation and management of resources and budgets, and preparing documents and books necessary for communication and reporting to funding agencies to ensure that each project proceeds smoothly. We are looking for motivated bilingual individuals who are interested in working as part of the Provost's Office in an international work environment and collaborating with other departments to ensure the success of university-wide projects.
The Okinawa Institute of Science and Technology Graduate University was established in 2011 to contribute to the development of science and technology worldwide and to serve as a hub of innovation in Okinawa. OIST is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan which offers a 5-year PhD program and brings together outstanding researchers from across the country and across disciplines to conduct cutting-edge scientific research.
The university is located on 85 hectares of protected forestland overlooking a beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding. To facilitate multidisciplinary research, there are no academic departments. Outstanding resources and equipment are provided and managed to encourage easy access and collaboration.
English is the official language of the University, and the university research community is fully international, with more than 50 countries represented. OIST is rapidly gaining recognition in the worldwide academic community as a model for excellence in education and research, and our unwavering commitment to scientific and technological innovation is dedicated to generating progress that will fuel Okinawa's economic growth.
The position will provide support for internal university meetings and meetings with external parties, including participants from government, academia, and industry, as well as for project promotion. Specific duties include;
- Coordinates meeting schedules, prepares agendas and materials and prepares and maintains meeting minutes
- Support for preparation and editing of meeting materials, etc.
- Arrangements for business travel and invitations, assistance in organizing conferences
- Organization and storage of documents, data, etc., including confidential information
- Support for resource and budget allocation, monitoring and reporting on budget execution
- Support for project execution, including task management for each project
- Gathering information and preparing documents and books necessary for communication and reporting to the funding agencies
- Collaborate with the OIST interpreter/translator and support the translation of conference materials, etc.
- Other duties as directed by the manager in charge
*Consultation on adjusting the specific weight of the job description based on experience is possible.
(Required)
- Minimum 5 years of clerical experience
- Adequate skills in Microsoft 365 applications (Word, PowerPoint, Excel, etc.)
- Filing and document control experience
- Excellent communication skills in English and Japanese (TOEIC score of 700 or above)
- Ability to manage time and priorities in a multi-tasking environment.
- Team player and able to work with many department members.
- Ability to write clear and concise documents in Japanese and English
*People with no research experience are also welcome to apply.
(Preferred)
- Experience studying abroad or working in an international environment
- Experience working in an academic environment such as a university
- Practical experience in working with government agencies
In accordance with the OIST Employee Compensation Regulations
Annual salary: 3.6 million yen ~ 5.5 million yen
Benefits:
- Relocation, housing and commuting allowances
- Annual paid leave and summer holidays
- Health insurance (Private School Mutual Aid)
- Welfare pension insurance (kousei-nenkin)
- Worker's accident compensation insurance (roudousha-saigai-hoshou-hoken)
- Access to Child Development Center
- Access to Schooling Options
- Language Education
- Resource Center (Daily Life Support in Okinawa)
- Cover letter in English required. Japanese version required only for Applicants whose native language is Japanese.
- Curriculum vitae in English required. Japanese version required only for Applicants whose native language is Japanese.
* Please be sure to indicate where you first saw the job advertisement.
- OIST Graduate University is an equal opportunity, affirmative action educator and employer and is committed to increasing the diversity of its faculty, students and staff. The University strongly encourages applications from underrepresented groups.
- Information provided by applicants or references will be kept confidential, documents will not be returned. All applicants will be notified regarding the status of their applications.
- Please view OIST policy for rules on external professional activities
- Further details about the University can be viewed on the OIST website www.oist.jp.
Term: Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.
Flextime (core time 10:00-15:00) 7.5 hrs per day (Multiplied by prescribed working days per month)