Admissions System Administrator
The Admissions Systems Administrator serves as the primary technical lead for the Graduate School’s digital infrastructure, ensuring a seamless and bilingual experience for staff, applicants, and faculty. Reporting directly to the Manager of the Admissions and Recruitment Section, the successful candidate will oversee the lifecycle of the admissions portal, which is the core system for application management, including data collection, document processing, and faculty evaluations.
Beyond daily operations, this role will be responsible for updating and developing system workflows to adapt to evolving institutional policies and recruitment trends. The position also supports the division’s web presence and integrated student databases, providing technical assistance that bridges IT requirements and admissions services.
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.
- Act as the system administrator for the admissions portal (currently Slate), overseeing the entire application lifecycle from account creation to final decision release.
- Configure and manage digital evaluation modules for faculty reviewers and provide technical support as needed.
- Manage application data in accordance with legal informationstorage protocols and provide analytics to support admissions and recruitment insights.
- Assist in the creation of admissions and recruitment reports.
- Identify technical gaps and propose system developments or automated workflows to meet changing applicant trends and Graduate School needs.
- Troubleshoot technical issues related to the admissions portal and other systems used within the Graduate School, liaising with vendors as needed.
- Provide general administrative support to the admissions team and assist with other section responsibilities, including student recruitment and divisionwide events.
(Required)
- Bachelor’s degree in relevant field or equivalent experience
- Minimum of 3 years of experience in IT system administration or system development
- Strong language proficiency in English and Japanese
(Preferred)
- Experince with Customer Relations Management (CRM) system
- Experience working in a team with diverse backgrounds
In accordance with the OIST Employee Compensation Regulations (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
- Cover Letter in English
- Curriculum vitae in English
* Please click APPLY HERE to be redirected to our application platform (Interfolio) and follow the instructions there to upload the required documents.
* 2 reference letters will be required during the final stages of the process
- 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
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 interest in this opportunity. Please note that only shortlisted candidates will be contacted.