Academic Collaborations Administrator
OIST is expanding its institutional research collaborations with domestic and international partners.
These collaborations play a key role in advancing interdisciplinary research and strengthening the university’s ability to secure competitive external funding.
The Office of the Dean of Research manages a growing portfolio of strategic partnerships and collaborative programs. These initiatives are central to enabling impactful research activities and fostering connections across institutions.
The Academic Collaborations Administrator will join the Academic Partnerships and Visiting Program Section, reporting to the Section Manager. This role will provide administrative support for institutional collaborations, particularly with domestic research universities, while also supporting visiting programs and related initiatives. The position involves close coordination with internal and external stakeholders and offers the opportunity to contribute to the successful delivery of collaborative research activities at OIST.
The position is based in Onna, Okinawa.
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。
- Support the Dean of Research, section manager, and coordinator in coordinating and hosting symposia, workshops, meetings, student exchange programs (summer camp, interns) and other events by handling arrangements, including budget tracking.
- Liaise across OIST to support the activities of the Dean of Research and the Academic Partnerships and Visiting Programs Section.
- Arrange business travel for the Dean of Research, Section Manager/staff, and invited guests, in accordance with OIST policies and procedures.
- Process purchase orders, travel reimbursements, and related administrative transactions required for section activities.
- Provide administrative support for OIST’s Visiting Program and other section activities.
- Create and update websites and promotional materials for events and initiatives.
- Assemble and organize data to support the analysis and implementation of research collaboration activities and assist with translation of reports and presentations as needed.
- Perform other related duties as assigned.
(Required)
- At least 2 to 3 years of administrative experience (experience at a university or other academic institution is a plus).
- Experience with event logistics and travel arrangements, particularly in an academic context.
- Native level Japanese and business level English.
- Ability to establish smooth communications with stakeholders within and outside OIST.
- Ability to meet deadlines with accuracy.
- Ability to collaborate effectively in a team environment.
- Multitasker, attentive to detail, situationally aware, with an ability to operate in an uncertain and changing environment with a minimum of supervision.
(Preferred)
- Experience drafting as well as translating reports on academic events and activities.
- Work experience in an international environment.
- Experience with project management software and productivity tools.
In accordance with the OIST Employee Compensation Regulations(A1-A2) .
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 in English
- Personal statement of no more than 300 characters on the candidate’s motivation to apply for the position (in English, please refrain from using AI)
Declaration
- 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). Renewable up to the end of the project period (March 31, 2029)
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.