Research Unit 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:

OIST has more than 50 Research Units and the internationally outstanding research in science and technology, and thus to contribute to the sustainable development of Okinawa, and promote and sustain the advancement of science and technology in Japan and throughout the world.


Position summary:

Research Unit Administrators will be involved in a world-class research by performing a full range of administrative duties to support the Research Unit(s) achieve its objectives.


〒904-0495 沖縄県国頭郡恩納村字谷茶1919-1


  1. Perform administrative tasks for faculty and unit members such as managing calendars, booking travel, scheduling facilities and equipment, overseeing budget management, handling purchase orders and payment for research equipment, etc.
  2. Serve as a coordinator of Research Unit events, workshops as required, organize logistics for attendees
  3. Assist faculty in hiring members of the Research Unit by posting advertisements and arranging interviews
  4. Take meeting minutes in English and translate documents as needed
  5. Prepare annual reports, collect scientific productivity data, and update website for the Research Unit
  6. Perform other administrative duties as assigned



  1. Proven ability to provide assistance from varying requesters/sources often representing different worldwide locations and time zones
  2. Bachelor’s degree or equivalent practical experience
  3. At least two years clerical or administrative experience
  4. Ability to speak and write in English and Japanese fluently and idiomatically. (TOEIC 850 or higher)
  5. Ability to effectively communicate and collaborate with a diverse range of people and job functions
  6. Effective organizational skills, with demonstrated high level of accuracy attention to detail and a proven ability to handle multiple priorities
  7. Computer skills and proficiency in software (MS Office: PowerPoint, Excel, Word, and Outlook)
  8. Proactive attitude for learning about and enhancing the role
  9. High degree of personal initiative, be a self-starter
  10. Excellent time management skills


  1. Working experience in international research institution/university
  2. Working experience in both Japanese and international settings

Report to 

Faculty in Research Unit

Starting Date 


Term & Working Hours 

Term: Full-time, fixed term appointment for 1 year. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.

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

Compensation & Benefits 

In accordance with the OIST Employee Compensation Regulations
Annual salary: 2.4 million yen ~ (Job class: RUA I-III, A1-3)

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.

Submission documents:
- Cover letter 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

or send by post to the following address:
HR Recruiting Support 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)

Application Due Date 

April 30, 2019 (Applications will be screened upon arrival)


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