Administrative Staff in the Scientific Imaging Section

Section summary/Position summary:

(Section Summary)

The Scientific Imaging Section as part of Research Support Division of OIST is a world class imaging center with cutting-edge cryo-TEMs, analytical TEMs, serial block face SEM, focused ion beam SEM, X-ray CT microscope, confocal (two photon) microscopes, super-resolution microscopes (SIM, STED, STORM), light-sheet microscope and the accompanying sample preparation instruments. The Imaging Section is supported by a high-quality Scientific Computing and Data Analysis Section.

(Position Summary)

The administrative staff is responsible for various duties ranging from daily purchases to event planning support and guest invitations. This position is expected to support the section leader and members so that the section can commit to research support which is one of the division missions. The successful candidate will be required to communicate with people inside and outside the section actively.


1919‐1 Tancha, Onna‐son, Okinawa, Japan 904-0495


  1. Operate the ERP system to create purchase orders, business travel requests and reimbursement.
  2. Support to analysis and management of section budget.
  3. Communicate with vendors and manufacturers on maintenance, inspection, and repair of equipment owned by the section
  4. Manage the documents, fixed assets, and research equipment
  5. Edit the section website and inform the latest news via the website and email.
  6. Administrative work related to events and symposiums organized by the section (twice to several times a year)
    1. Inviting guests, arranging accommodation, and processing reimbursements
    2. Supporting guests: transportation arrangements
    3. Reserving the venues and other related operational support on the day of the event
  7. Support the externally funded projects, including document management
  8. Other administrative support for the section requested by the leader and members

What you can gain through this position experience:

  • The knowledge of financial rules and legal compliance through administrative support such as maintenance, inspection, and fixed asset management since the institute owns a large number of expensive equipment and facilities
  • The extensive network in OIST and skills as an administrative staff through experience in a wide range of work since there are many interactions with research units and other departments



  1. Basic IT skills and knowledge of MS Office (Word, Excel, PowerPoint)
  2. Native level Japanese and business level English (TOEIC 700)
    • Email: Japanese will be the primary language for vendor collaboration, and English will be the primary language for sectional correspondence.
    • For the internal documents, both Japanese and English are necessary
  3. Excellent communication skills
  4. Ability to use ERP (accounting system) to organize and input information and analyze the budget status
  5. Ability to prioritize work and complete tasks accurately
  6. Ability to act independently


  1. Work experience in Japanese universities or institutes and/or international settings.

Report to 

Scientific Imaging Section Leader

Starting Date 

As early as possible

Term & Working Hours 

Term: Full-time, fixed term appointment for 1 year/2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.

Working hours: Flextime (core time 10:00-15:00) 7.5 hrs per day (Multiplied by prescribed working days per month)

Compensation & Benefits 

In accordance with the OIST Employee Compensation Regulations


  • 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 Educateion
  • Recource Center (Daily Life Support in Okinawa)

How To Apply 

Apply by uploading your submission documents HERE*.
*This is a secure file uploading system for handling confidential materials.

Submission Documents 

  • Cover letter in both English and Japanese
  • Curriculum vitae in both English and Japanese

* Japanese nationals are required to submit both documents in English and Japanese

* Please be sure to indicate where you first saw the job advertisement.
* Up to 3 references may be requested during the final interview stage.
* Prior to the start of employment all new hires are required to successfully complete a background check. Personal information including employment history and academic background should be submitted to third-party administrators after a conditional offer of employment.

Application Due Date 



  • 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