Faculty Evaluation Coordinator

Division Summary:

Faculty Affairs Office manages a wide range of HR processes, including faculty recruitment and evaluation. We also support research units led by the faculty, including start-up and closing of units in collaboration with other divisions. Furthermore, we provide university-wide professional development including faculty and researchers, as well as administer HR functions to faculty and their research unit personnel. We aim to provide professional and efficient customer service to support our faculty’s research activities through liaison between the administration and research sides.

Position Summary:

The Faculty Evaluation Coordinator coordinates the implementation of various reviews for faculty and research evaluations.


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


1.    Coordinates implementation of reviews for faculty (tenure, promotion, and unit reviews) and research staff (STG and unit members). Duties include ensuring procedures are in place and assisting faculty members and the DFA.

2.    Functions as a key liaison for the annual appraisal for faculty and research staff. This includes assisting the DFA with procedures and following thorough actions to complete the appraisal.

3.    Develops and maintains faculty related database such as committee participation and period of research unit funding.

4.    Initiate coordination of post-review resource requests, including the budget and lab spaces for the research, by closely working with faculty members and relevant administrative divisions.

5.    Arrange logistics for reviewers for the on-site faculty reviews, including guest travels and honorarium payment.

6.    Assist the DFA in revising, maintaining, and implementing policies and handbooks for faculty and researcher evaluations.

7.    Other administrative tasks as assigned.



  1. Minimum 3 years of administrative or human resources experience.
  2. Skillfully handle confidential information and personnel matters
  3. High-level business writing skills in Japanese and English
    1. Japanese:JLPT N2 level. Can communicate with vendors in Japanese
    2. English: TOEIC score 850 or higher
  4. Experience and ability to interact/communicate appropriately with faculty members and researchers.
  5. Ability to judge priorities and to work efficiently in a fast-paced working environment
  6. Ability to maintain a high level of accuracy and attention to details
  7. Computer skills and proficiency in software (MS Office: PowerPoint, Excel, Word, and Outlook)


  1. Experience in faculty and/or research evaluations

Report to 

Dean of Faculty Affairs(DFA)

Starting Date 

Ad 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 http://www.shigakukyosai.jp/ )
  • 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
  • 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 

2022/10/28 *Application will be screened upon arrival, and the selection will end once the position is filled.


  • 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.