Academic Agreement Administrator
Office of the Provost assists Provost in strategic planning and general coordination. The Academic Agreement Section, a section within the Office of the Provost, is responsible for coordinating, negotiating, and concluding academic and research agreements* with academic and research institutions in Japan and overseas, based on the requests from OIST's researchers and related sections. *Collaborative research agreements, Material Transfer Agreements etc. Approximately 40% of the agreements involve overseas institutions.
The Academic Agreement Administrator, a member of the Academic Agreement Section, handles all administrative tasks related to agreements, from consultation to conclusion, coordinating and liaising with internal/external stakeholders, including researchers both within and outside OIST, agreement administrators at counterpart organizations, and relevant sections within OIST. The role is primarily administrative, and full support and training will be provided to develop the expertise required, mainly through daily on-the-job training (OJT).
We will send the full version of the job description to candidates shortlisted for an interview.
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.
Conduct following duties both in Japanese and English:
- Draft agreements
- Draft agreements based on internal application from OIST researchers, and templates of OIST or the counterpart institutions. The agreements include:
・Collaborative Research Agreement: CRA
・Material Transfer Agreement: MTA - Consultation and coordination regarding agreements and their administrative procedures with internal and external parties
- Explain terms and conditions of agreements to internal and external researchers
- Negotiate and coordinate with administrative staff in counterpart institutions
- When counterpart institutions propose changes to the contract:
・Confirm the details of the proposed changes
・Propose and coordinate counterproposals with OIST's General Counsel Office, researchers, and relevant departments
・Explain the changes to the counterpart
- Communication is mainly conducted via emails (English usage: approx. 70%) - Internal approval procedures, signature and sealing procedures related to:
- Drafting approval requests and responding to various questions (English usage: approx. 50%)
- Implementing signing and sealing procedures in cooperation with the Rules and Compliance Section - Proper storage of agreements and documents (paper and electronic media)
- Creating and updating lists of agreements
- Revising and updating internal regulations related to the section's operations
- Other tasks as assigned by the section manager
(Required)
- Approximately 5 years of working experience in administrative operations at companies or organizations:
Working experience in coordinating with other departments/organizations and/or supporting others is highly preferred. - Ability to adapt to a multicultural environment:
Demonstrate eagerness for working in a diverse and multilingual environment and the ability to collaborate effectively and professionally with individuals from various cultural backgrounds - Native-level Japanese language ability and business-level English ability (TOEIC 800+ or equivalent)
- Ability to read and analyze long documents
- Detail oriented and possess excellent communication skills.
- Proficiency in Microsoft 365 applications (Word, PowerPoint, Excel, etc.) and the ability to edit documents and create various reports.
(Preferred)
- Working experience in contract administration and general affairs, as well as experience working with overseas companies and organizations
- Working experience at a Japanese university, research institute, or international organization
- Knowledge equivalent to an undergraduate law degree in the field of contract law
- Working experience with handling agreements in English
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 in both Japanese and English
- Cover letter in 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 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.
Scheduled Working hours: 9:00 - 17:30
Break: 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
We thank all those who apply but only those selected for further consideration will be contacted.