Examinations Staff
The Examinations Staff, reporting to the Academic Affairs Section Manager, provides administrative services for all examination‑related activities, including scheduling, documentation, and record‑keeping. This role directly supports students’ academic progress and the timely completion of program requirements. Working closely with students, faculty, and administrative staff, the position helps ensure that examinations are conducted smoothly, securely, and in compliance with academic program policies and procedures. By contributing to key academic milestones throughout the PhD process, this position plays an important role in helping students succeed in their PhD journey.
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.
- Organize and coordinate examinations, ensuring smooth logistical and administrative arrangements.
- Monitor students’ research progress and provide updates to supervisors as needed.
- Provide daily administrative support to the Academic Affairs Section.
- Assist the Examinations Team Leader with examination-related operations and support activities.
- Support the Academic Program Team Leader in the administration of academic programs.
- Manage telephone reception and inquiries for the Academic Affairs Section.
- Maintain, update, and organize official records for the Academic Affairs Section.
- Assist Administrative Staff Assistants with student records management and examination arrangements.
- Perform routine administrative tasks associated with purchasing processes.
- Provide secretariat support for Graduate School-related meetings as required.
- Perform other administrative duties as necessary to support overall divisional operations.
(Required)
- Associate Degree or equivalent education.
- Strong English skills at a business communication level, including reading and writing.
(Preferred)
- Bachelor’s degree.
- Experience working in an academic or administrative environment.
- Proficiency in Japanese.
In accordance with the OIST Employee Compensation Regulations(A1).
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)
- Remote Work System
- Curriculum vitae in English
* 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 by taking into consideration the performance evaluation, conduct, and behavior of the Employee and OIST’s financial and other circumstances.
Scheduled Working hours: 9:00 – 17:30
Rest period: 12:00 – 13:00
Flextime (core time 10:00-15:00) 7.5hrs 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 interest in this opportunity. Please note that only shortlisted candidates will be contacted.