Project Administrator
Okinawa Institute of Science and Technology (OIST) has been selected by the Japan Science and Technology Agency (JST) as a hub institution under the “Program on Open Innovation Platforms for Industry-academia Co-creation (COI-NEXT)”. In this context, OIST has established The Global Bioconvergence Center of Innovation, a new research hub that integrates fields such as biomedical sciences, neuroscience, artificial intelligence, environmental sciences, and engineering.
This hub operates under OIST Innovation, in close collaboration with the Project Leader and the Center Administration Officer Executive Vice President of OIST.
The center aims to realize a “One World, One Health” society based on the inseparable relationship between humanity and the nature. It supports multiple research projects through three cross-disciplinary projects: healthy mind, healthy body, and healthy environment. In addition, joint laboratories with industry and startup accelerators help translate technological innovations developed by the center into societal applications - such as disease treatment, healthy longevity, and restoration of environments.
The center is now recruiting a Project Administrator to join the operation team. Under the leadership of the Project Leader, Center Administrative Officer, and Chief Operating Officer, the selected candidate will manage daily administrative operations and provide general office support for the center’s activities. Responsibilities will include scheduling and coordinating internal meetings and public-facing events, preparing for meetings, and managing budget-related tasks and reporting to funding agencies. We are seeking a proactive, detail-oriented individual who can communicate effectively with stakeholders and handle diverse administrative duties efficiently in an international 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 Chief Operating Officer 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.
- 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 and other OIST departments.
(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)
- Remote Work System
- Curriculum vitae ideally in both Japanese and English
* Please be sure to indicate where you first saw the job advertisement.
- 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 a 6-month probationary period (inclusive).
This contract may be renewed until the project is terminated, and may be terminated when the funding agency decided to discontinue the project*
* The project can be extended by the fiscal year of 2031 under the approval of the reviews by the funding agency.
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.