Research Unit Administrator
The OIST graduate education and research program is cross-disciplinary and aims to be at the leading edge of research in science and technology, including the Life Sciences, the Physical Sciences, and Mathematics. OIST units, currently 90 units and growing, conducts interdisciplinary research in eight fields: Physics, Chemistry, Neuroscience, Marine Science, Environmental and Ecological Sciences, Mathematical and Computational Sciences, Engineering and Applied Science, and Molecular, Cellular, and Developmental Biology. The Research Unit Administrators (RUAs) are involved in such worldworld-class research by performing a full range of administrative duties so they can achieve their objectives.
This position is to be funded through the EXPERT-J 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.
The selected candidate will be responsible for a range of administrative and operational tasks to support faculty, researchers, students, and research activities, including but not limited to:
- Business trip arrangements, expense settlements, and other travel support.
- Procurement and expense settlement for research goods and services.
- Budgeting and financial management support for internal and external research funding.
- Honorarium and meeting expense processing for invited visitors.
- Administrative support for research interns and other visiting researchers and students.
- Event and conference support, including logistics, venue arrangements, and expense settlements.
- Researcher hiring support, including job postings, candidate communication, and related administrative tasks.
- Schedule and meeting management for faculty members.
- Maintenance of research unit information and websites, including annual reports, scientific productivity, workshops, and event-related content.
- Asset and equipment management support.
- Bilingual administrative support (Japanese-English) for daily operations
- Support for the Faculty Affairs Office, including reporting tasks related to the Expert-J Grant
- Other general administrative support for research operations.
(Required)
- Proven ability and communication skills to respond flexibly to the demands of diverse requesters from around the world
- Effective organizational and prioritization skills, with demonstrated high level of accuracy and attention to details
- Ability to speak and write in English and Japanese at a business level
- High degree of personal initiative, be a self-starter
- Computer skills in software (MS Office: Excel, Word, PowerPoint, and Outlook)
- Bachelor’s degree or equivalent practical experience
(Preferred)
- At least three years of secretarial experience
- Working experience in international research institution/university
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
* 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 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).
This contract may be renewed by taking into consideration the performance evaluation, conduct, and behavior of the Employee and OIST’s financial and other circumstances.
*This contract may be renewed until the project is terminated. The project is scheduled to be completed by September 30, 2028.
Scheduled Working hours: 9:00 – 17:30
Rest period: 12:00 – 13:00
Flextime (core time 10:00-15:00) 7.5 hrs 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.