Research Administrator in the Quantum Architecture Unit
The Research Administrator position in the Quantum Architecture Unit (QA Unit) is responsible for a wide range of administrative tasks that ensure the smooth operation of the unit. This includes providing secretarial support for all unit members, managing finances, organizing academic events, and supporting grant-related activities under supervision.
沖縄科学技術大学院大学は、世界の科学技術の発展に貢献し、沖縄でのイノベーションの拠点となるために2011年に設立されました。5年一貫制の博士課程教育を提供し、国を超えて、分野を超えて、優れた研究者が共同で、最先端の科学研究を行っています。
85 ヘクタールの敷地に広がる大自然の中に設立され、美しい海岸とサンゴ礁を見下ろす場所に位置します。キャンパスは建築学的観点から見ても印象的なこだわりが施され、その自然の中にある大学施設を際立たせています。学部の壁を作らないことで、学際的な研究成果を生み出せる環境を提供し、また学内の誰もが、最高水準のリソースへのアクセスと研究機器の利用が可能で、共同研究に生かせるような仕組みを整えています。
学内では英語を公用語とし、50 ヵ国以上から集まる研究者コミュニティは真の国際性を保持しています。OISTは科学技術の革新、そして沖縄の経済発展の原動力となるイノベーション創出に取り組んでいます。
- Secretarial Support
- Serve as the primary administrative contact point for the QA Unit within OIST.
- Assist with day-to-day activities, including scheduling, managing communications, supporting hiring processes, and arranging travel for unit members.
- Update and maintain the QA Unit website.
- Organize and support academic events such as workshops, conferences, project meetings, and industry collaborations.
- Manage and update academic information for unit members.
- Support research data management for open access in coordination with the Library and Unit PI.
- Maintain a professional and well-organized unit work environment.
- Provide administrative assistance to PhD students and interns.
- Coordinate hiring processes and visiting researcher/visitor appointments.
- Oversee all administrative matters related to unit visitors.
- Financial Administration
- Budget execution: Correctly manage and execute the QA Unit’s research budgets (including grant/project budgets) through OIST’s finance systems, including (but not limited to) procurement and business travels.
- Maintain financial records and oversee unit assets.
- Grant related administration
- Provide administrative support for external competitive grants, including Kakenhi.
- Assist with both pre-award and post-award processes.
- Monitor and manage grant budgets, track expenditures, process payments, and ensure compliance with funding regulations.
- Support unit members in grant application and reporting activities.
- Minimum 3 years of experience in academic administration and project coordination.
- Proven experience with financial administration in academia and using institutional finance systems.
- Successful track record in managing external competitive research funds (excluding Kakenhi).
- Strong communication skills in both English and Japanese (business level).
- Familiarity with grant management systems (e.g., e-Rad) and knowledge of application and reporting processes.
- Ability to work independently and collaboratively within a diverse team environment.
- Strong interest in research support and education.
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)
- List of research grants administered
- 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, conduct, and behavior of the Employee and OIST’s financial and other circumstances.
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 Leave, Summer Leave, Sick Leave, and Special Leave
We thank all those who apply but only those selected for further consideration will be contacted.