Competitive Grants Specialist
The specialist for competitive grants serves as the primary administrative contact for NEDO grants, acting as the liaison between the university and funding bodies (NEDO and METI) as well as the grant partners. This role is integral to establishing and maintaining productive relationships with the funding agencies while ensuring that all grant-related administrative processes are executed in strict adherence to relevant guidelines and regulations.
This position is funded by the NEDO 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.
1. Grant Pre and Post Award Management & Compliance
(Administrative operations, timelines, regulations, audits)
- Serve as the primary liaison with NEDO/METI and maintain smooth communication.
- Oversee full grant administration across the lifecycle (timelines, reporting, inspections).
- Manage documentation collection and submission to funders and internal sections.
- Ensure compliance with external regulations and internal PRP policies; interpret and implement guideline updates.
- Prepare for and support audits, on-site inspections, and financial reviews.
- Assist PIs during the pre-award phase with administrative aspects of applications.
2. Internal & External Coordination
(Collaboration inside OIST, committees, project support)
- Coordinate with PIs, unit/center staff, Finance, HR, Compliance, and others to support smooth operations.
- Support funder-requested organizational activities (committees, ethical reviews, data management).
- Provide administrative guidance to PIs and units to ensure adherence to grant requirements.
3. Industry Collaboration & Additional Duties
(Agreements, events, cross-functional tasks)
- Manage industry-related agreements linked to the grant (NDAs, CRAs) with OIST Innovation.
- Support industry engagement activities such as events, workshops, and related initiatives; perform other duties as needed.
- Demonstrated administrative, project coordination, or grant management experience, preferably within a research or academic environment.
- Strong organizational skills with meticulous attention to detail.
- Effective communication skills, with the ability to interact professionally with internal departments and external funding agencies.
- Ability to work independently and collaboratively within a diverse team.
- Familiarity with financial and regulatory compliance, as well as the administrative aspects of externally funded projects.
- Proficiency in managing timelines and multitasking in a dynamic work environment.
- At least business-level Japanese language capability.
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 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 such as the award status of the NEDO grant.
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.