Curriculum and Examinations Coordinator

The Okinawa Institute of Science and Technology Graduate University (OIST; see is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan. The university is located on 85 hectares of protected forestland overlooking beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding (OIST campus video tour). There are no academic departments, which facilitates multidisciplinary research. 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.


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


Position summary:

The OIST Graduate University offers a PhD program to about 200 students, in a range of areas in science and technology. The flexible, innovative graduate program, taught in English, and the university administration and extensive staff support, also in English, are unique in Japan. 

The OIST Graduate School is responsible for the life-cycle of students at OIST, from student recruiting, through to graduation. The Graduate School is led by the Dean, and is made up of three sections: Academic Services Section, Student Support Section and the Admissions and Career Development Section. All sections work together to achieve the goals of the Graduate School. 

Working within the Academic Services team in the OIST Graduate School, the Coordinator is responsible for administering all curriculum and examination-related activities at OIST. Thesis defense and thesis proposal examinations for individual students occur throughout the year, and require the presence of external examiners who are experts in the field of each thesis.

  1. Manage all administrative aspects of the examination process, including; approval of examiners, scheduling exams, engaging external faculty to participate in examinations, confirmation of results, and reporting to Graduate School committees and task forces.
  2. Manage and report on research progress of senior students.
  3. Manage curriculum delivery and development.
  4. Provide liaison and support with OIST faculty on new courses and course changes.
  5. Provide detailed advice and guidance on policy and procedure relating to academic programs, research progress, examination, and degree requirements, to staff and students.
  6. Responsible for Graduate School interaction with MEXT and other government bodies such as JSPS, NIAD-UE.
  7. Completion and submission of government surveys, MEXT after care, new course and faculty accreditation, etc.
  8. Regular review and improvement of relevant policy and procedures.
  9. Graduate School handbook and regulations development and revision.
  10. Support the Manager, Academic Services, and the Dean of the Graduate School, in matters relating to curriculum, examinations, and research progress, as required.
  11. Support other Graduate School events and programs as required.



  1. Master’s degree or equivalent combination of qualifications and/or experience. 
  2. At least 3 years’ experience in post-graduate education administration, preferably in international environment (for A3 level)
  3. Experience in supporting policy development and improvement in an academic environment
  4. Excellent English written and oral communication skills 
  5. The ability to communicate effectively and professionally with students, administrative staff, researchers and senior faculty from diverse cultural backgrounds 
  6. Demonstrated ability to work both independently and collaboratively in a multicultural team. 
  7. Strong organizational skills, and demonstrated ability to manage a wide variety of tasks concurrently within strict deadlines. 


  1. Strong Japanese language ability 
  2. Demonstrated experience at team leadership (for A4 level)
  3. 5 years’ or longer experience in post-graduate education administration, preferably in international environment (for A4 level)
  4. PhD in tertiary education management or administration, or similar (for A4 level)
  5. Demonstrated ability in improving efficiencies in a new and changing educational administrative environment.


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

Starting Date 

As early as possible

Working Hours 

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


In accordance with the OIST Employee Compensation Regulations

Annual salary: 4.2 million ~ 8.6 million yen (Job class: Administrative staff III, A3 – Specialist I, A4)


- 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)

Submission Documents 

- Curriculum vita in English (and Japanese if available)

- Cover letter in English (and Japanese if available)

- Names and contact information of 3~5 referees, one of which should be a previous employer

* Please be sure to indicate where you first saw the job advertisement.

Application Due 

Applications deadline will continue until the position is filled.

Postal Address 

HR Recruiting Support Section

Okinawa Institute of Science and Technology Graduate University

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

Email Address (Please replace # with @ before using this email address)


* 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 women and minority candidates to apply.

* 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 our policy for rules on external professional activities


* Further details about the University can be viewed on our website (