Grants Support Specialist
The Grants Support Specialist serves as the primary administrative contact point for the specific externally funded research project (NEDO/SIP/Others) within the unit/center. Working under the supervision of the grant's Principal Investigator (PI), the specialist is responsible for ensuring the smooth, efficient and compliant execution of all administrative aspects of the grant.
There will be 3 positions for this role, and each specialist will be responsible for a separate grant.
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.
- Administrative Management:
Coordinate and manage day-to-day administrative operations of the grant at the unit/center level in close collaboration with the PI and the university’s Grants Section/ OIST Innovation. - Budget and Financial Oversight:
Monitor and manage the grant budgets, track expenditures, process payments, and ensure compliance with funding guidelines. - Project Coordination:
Support implementation of project activities such as:
- Processing purchase orders for the project.
- Arranging international and domestic travel for project members.
- Coordinating recruitment and hiring of project personnel.
- Organizing meetings, workshops, and conferences.
- Handling scheduling and logistical arrangements for visitors and collaborators. - Communication and Liaison:
Serve as the primary administrative liaison between the PI, internal administrative departments, external research partners, and the funding agency. - Asset and Equipment Administration:
Manage and track grant-funded equipment and other assets, ensuring proper documentation and compliance with institutional and funding agency policies. - Reporting and Documentation:
Assist the PI in preparing reports and documentation required by the funding body and university, including progress reports, financial reports, and documentation of research outputs (e.g., publications, presentations, patents). - Record Keeping:
Maintain accurate and up-to-date records of all grant-related materials, including:
- Budget and expenditure records
- Research outputs and achievements
- Official submissions to the funding agency - Other Duties:
Perform other duties as required to enhance the project impact such as supporting project-related research, intellectual property activities, outreach activities as well as to support the grant and its successful administration.
(Required)
- Minimum 3 years of successful track record in managing external competitive research funds (excluding Kakenhi)
- Minimum 3 years of experience in project coordination roles, ideally in a research or academic setting
- Strong organizational skills and attention to detail
- Familiarity with grant management and reporting processes
- Effective communication skills in both English and Japanese (if applicable)
- Ability to work independently while collaborating effectively with a diverse team
- Native-level Japanese language capability
In accordance with the OIST Employee Compensation Regulations
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
- Cover letter in both Japanese and English
- Curriculum vitae in both Japanese and English
- 2 reference letters will be required during the final stages of the process
* 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, documents will not be returned. All applicants will be notified regarding the status of their applications. OIST Privacy Policy
- 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
- (Information Disclosure – 10. Others – 6. OIST Rules for Concurrent Appointment).
- Further details about the University can be viewed on our website
Full-time, Non-fixed term appointment.
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 interest in this opportunity. Please note that only shortlisted candidates will be contacted.