Pre-Award Administrator

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.
Division Function/Position summary:

Work as a member of the Grants and Research Collaborations Section. Help OIST researchers apply for external research grants. Also, analyze the grant record and propose a new plan to increase grant applications and awardees from OIST further.


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


  1. Support researchers to apply for external research funds
  2. Build a network as a contact point for research funding agencies
  3. Give OIST researchers advice for getting external research funding, such as KAKENHI, with other staffs from the Grants and Research Collaborations Section
  4. Manage and analyze grants application data of OIST researchers, and prepare reports to provide useful insights to promote research activities further



  1. Ph.D. degree or equivalent in basic or applied science and engineering
  2. Work experience as an administrative staff at a university/research institution
  3. Native level Japanese and business level English
  4. Ability to establish smooth communication with researchers for high-quality support, and to complete assigned tasks by cooperating with parties
  5. Understanding of Japanese government’s science and technology policy
  6. Ability to write a clear and concise document and edit the draft of research proposals
  7. Ability of data analysis and presentation
  8. Planning and negotiation skill


  1. Work experience in an international environment

Report to 

Manager of Grants and Research Collaborations Section

Starting Date 

As early as possible

Term & Working Hours 

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

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

Compensation & Benefits 

Compensation 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 )
  • Welfare pension insurance (kousei-nenkin)
  • Worker’s accident compensation insurance (roudousha-saigai-hoshou-hoken)

How To Apply 

Apply by uploading your submission documents HERE*.
*This is a secure file uploading system for handling confidential materials.

or send by post to the following address:
HR Recruiting Section
Okinawa Institute of Science and Technology Graduate University
1919-1 Tancha, Onna-son, Okinawa 904-0495, Japan

If you have any questions, please contact us at recruiting[at]
(replace [at] with @ before using this email address)

Submission Documents 

  • Letter of intent in both English and Japanese
  • Curriculum vitae in both English and Japanese

* Up to 3 references may be requested during the final interview stage.

Application Due Date 

Applications deadline will continue until the position is filled. (Applications will be screened upon arrival)


*OIST Graduate University is an equal opportunity educator and employer, and is working actively toward 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. The personal information you provide will only be used to recruitment selection.OIST Privacy Policy

*Please view our policy for rules on external professional activities(

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