Project Administrator
OIST established the Global Bioconvergence Center of Innovation, a new virtual research center based on the convergence of disciplines such as biomedicine, neuroscience, AI, environmental science, and engineering funded through the JST COI-NEXT Award. The Center was co-founded by OIST faculty and OIST Innovation, and is led by Project Leader Nicholas Luscombe in close collaboration with Gil Granot-Mayer.
Research and development activities at the Center will strive towards the concept of a One World, One Health society, founded on the indivisible relationship between humanity and the natural world. The Global Bioconvergence Center will support multiple projects in three cross-cutting themes: Healthy Mind, Healthy Body, and Healthy Environment. In addition, joint labs with companies and a startup accelerator will ensure that technology solutions developed from Center research can be harnessed to benefit society by treating disease, extending a healthy life, and healing the planet.
Division Function/Position Summary：
OIST is seeking a Project Administrator to work as a member of the OIST COI-NEXT project. Under the leadership of the Project Leader and Operational Director, this position will provide day-to-day administrative and general office support for the Center. Examples tasks include coordinating our internal and outward-facing activities, meeting preparation, reporting and budgeting material for funders. The ideal candidate will be highly organized, detail-oriented, and able to work well in an international, fast-paced, and team environment.
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.
- Support the day-to-day administrative activities of the Center to ensure effective operations.
- Provide logistics support to internal and high-level external-facing meetings including visitors from government, academia and industry.
- Support meeting scheduling, travel arrangements, and event coordination.
- Organize and maintain a variety of records, files, data, and reports, including information of a confidential nature.
- Process and monitor routine financial transactions.
- Assist in compiling reports and presentations; for instance, working with the Operational Director to prepare the meeting agenda and reference materials in drafting and typing, editing, and finalizing the documents and maintaining meeting minutes.
- Help the finance team prepare the accounting book as part of the annual report to the funding agency.
- Assist with document translation.
- Other administrative tasks as needed.
- The successful candidate is expected to work in a cross-functional manner in collaboration with the Office of the Dean of Research and OIST Innovation.
(Required)
- Minimum 2 years of administrative experience.
- Sufficient skills in Microsoft 365 applications (WORD, PowerPoint, Excel, etc.)
- Experienced in filing and documentation management.
- Excellent communication skills in English and Japanese (equivalent to TOEIC score of 900+).
- Excellent time management, multi-tasking, teamwork, and organizational skills.
- Ability to write a clear and concise document
(Preferred)
- 5+ years of administrative experience working in an international environment.
- Work experience in an academic environment
- Working knowledge of government administrative procedures
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)
- Letter of intent in both English and Japanese
- Curriculum vitae in both English and Japanese
- Names and contact information of 3 referees, one of which should be a previous employer
- 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.
Full-time, fixed-term appointment. Contract initially with a 3-month probationary period (inclusive). This contract will be renewed each fiscal year until 31st March 2025. This contract may also be renewed for up to 5 years from the initial date of employment, taking into consideration the progress of work, performance evaluation, and financial and other circumstances. The contract may exceed 5 years based on a designated review process during or at the end of the term.
Flextime (core time 10:00-15:00) 7.5hrs per day (Multiplied by prescribed working days per month)