Governmental Relations Staff
To support the foundation of OIST's pillars of Research, Education, Innovation, and Outreach, the staff member of the Governmental Relations Section of the Office of the Secretary General is responsible not only to his/her immediate superiors, the Section Manager and Assistant Managers, but also in coordination (collaboration) with the Executives, and other Division Managers, he/she will (i) ensure smooth liaison and coordination with government agencies, etc., (ii) coordinate the interests of all parties within the University, and (iii) ensure accountability to the taxpayers. The staff member assists in providing a general liaison between the Cabinet Office, other government organizations, and OIST.
Specifically, this role provides support for external relations functions by assisting in liaison and coordination with the Cabinet Office, the Ministry of Education, Culture, Sports, Science and Technology (MEXT), and other governmental bodies, as well as universities and research institutions, local governments, members of the National Diet, prefectural and municipal assembly members, and political parties and related organizations. It aims to build, maintain, and promote constructive relationships with these stakeholders, thereby fostering their continued development.
In addition, the role is expected to understand, analyze, and coordinate interests across various internal divisions, ensure effective coordination and communication, and contribute to the development of a “One OIST” culture through cross-organizational activities. It is also expected to demonstrate bottom-up initiative in fostering an environment of excellence within the university.
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.
The administrative staff will be responsible for the following tasks under the supervision of the Section Manager and Assistant Manager.
- Support logistical operations related to holding major meetings attended by the executives and other senior staff (assistance in preparing meeting materials and minutes, purchasing and other system procedures, liaison, coordination with relevant staff within the university, and accompanying a business trip, etc.)
- Supporting the preparation for and on-site coordination of official visits by government bodies, academic institutions, and other relevant stakeholders
- Supporting the centralized point-of-contact function for handling inquiries, surveys, and report preparation requests from government and related organizations by requesting and collecting necessary information and data from relevant internal divisions and offices, consolidating such inputs, and preparing and submitting responses
- Contact, deployment, sharing, and follow-up as necessary of administrative communications, notifications, requests for information dissemination, reminders, etc., from government agencies, etc., to relevant Divisions/Offices within the university.
- Supporting other principal functions of the section as necessary
Required:
- Ability to handle paperwork with accuracy and efficiency
- Superior oral and written communication and interpersonal skills
- Ability to independently structure and address issues in highly uncertain situations, proactively drive work forward, and adapt flexibly as circumstances evolve
- Basic computer skills, including experience with MS Office (Word/Excel/PowerPoint)
- Basic English proficiency
Preferred:
- Administrative work experience in Japanese organizations
- Possess an interest in Okinawa promotion and the mission of OIST
- Ability to communicate effectively in English at a business level
In accordance with the OIST Employee Compensation Regulations (A2-A3).
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
- Curriculum vitae in both Japanese and English
- 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).
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 application. Please note that only candidates selected for an interview will be contacted.