Core Facilities Administrative Staff
The OIST Core Facilities contribute to research and education by providing excellent common research facilities and research support services for the researchers and students at OIST. The OIST Core Facilities are made up of eight sections providing various research services to OIST researchers.
This position (administrative staff for the Core Facilities) is expected to provide administrative support from a centralized administrative office for the Core Facilities Sections. This position is responsible for various duties ranging from daily purchases to event planning support.
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.
- Operate the ERP system to create purchase orders, business travel requests and reimbursement
- Support for the external use of OIST Core Facilities
- Support to analyze and manage Core Facilities budgets
- Communication with vendors and manufacturers on scheduling of maintenance, inspection and repair of equipment
- Use of OIST internal systems to manage documents, track fixed assets etc.
- Support the purchase and procurement of equipment and related contracts based on the needs of sections
- Administrative work related to events and symposiums organized by the Core Facilities
- Maintenance of records regarding research support, equipment maintenance and safety
- Other duties as assigned by the Director of Core Facilities
What experience you can gain through this position:
- Knowledge of financial rules and legal compliance through administrative support such as purchasing, maintenance, inspection, and fixed asset management since the institute owns a large number of cutting-edge 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
- Working experience in international setting
(Required)
- Basic IT skills and knowledge of MS Office (Word, Excel, PowerPoint)
- Native level Japanese and business level English (TOEIC 800)
- Excellent communication skills
- Ability to use ERP (accounting system) to organize and input information and analyze the budget status
- Ability to prioritize work and complete tasks accurately
- Ability to work as part of a team
- Ability to adapt to local culture and rapidly changing work environment
(Preferred)
- Work experience in Japanese universities or institutes and/or international settings
In accordance with the OIST Employee Compensation Regulations(A1) .
Benefits & Resources:
- 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)
- Remote Work System
- Disability Support
- LGBTQ+ Inclusion & Support Resources
- Cover Letter in both English and Japanese
- Curriculum vitae in both English and Japanese
* Up to 2 references may be requested during the final interview stage.
* Please click APPLY HERE to be redirected to our application platform (Interfolio) and follow the instructions there to upload the required documents.
- 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.
- Information provided by applicants or references will be kept confidential in accordance to the OIST Privacy Policy; documents will not be returned.
- Recruiting Organization: Okinawa Institute of Science and Technology School Corporation
- Prevention of Passive Smoking: No smoking indoors
- Please view our policy for rules on external professional activities: Rules for Concurrent Appointment.
- Further details about the University can be viewed on our website.
Full-time, fixed term appointment for 2 years. Contract initially with 6-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)
Holidays
Saturday, Sunday, National holidays, and Year-end and New Year holidays (Dec. 29 – Jan. 3)
Leave
Annual Paid Holidays, Summer Leave, Sick Leave, and Special Leave
Thank you for your application. Please note that only candidates selected for an interview will be contacted.