Auditor's Office Coordinator
This position is responsible for coordinating all efforts in the Auditor's Office. Based on the enforcement of the revised Private Schools Act in April 2025, which strengthened the function of the Auditor, the Auditor's Office Coordinator, who assists Auditors, has numerous opportunities to communicate with various departments within OIST daily. The Auditor's Coordinator will be involved in a series of tasks, from the smooth and rigorous execution of audits to reporting, with a deep understanding of OIST's audit operations, including coordinating audit schedules, preparing audit records, and supporting the preparation of audit report materials.
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.
- Manage the process of a series of work in the audit by coordinating with the Auditors (full-time/Adjunct), other divisions, external organizations, vendors, etc.
・Coordinate with all departments at OIST to schedule and conduct the Auditor listening meetings and create the meeting minutes.
・Support for preparing reports and presentation materials for the BOG (Board of Governors) and BOC (Board of Councilors).
・Publish reports to the BOG and BOC on the OIST Information Disclosure page. - Schedule meetings for the Auditors (one full-time and two adjunct Auditors) and prepare for, conduct, and follow up on discussions.
- Collaborate with the CIAO (Chief Internal Audit Officer) and the Internal Audit Section.
- Create an annual budget plan for the Auditor's work and manage its implementation, including purchasing, travel requests, and reimbursements).
- Support the overall activities of the adjunct auditors (one in Okinawa and one overseas) before and during their visit to OIST.
- Translate documents and assist in interpretation at meeting as required.
- Perform other duties as assigned by the Auditors.
(Required)
- Ability to act proactively and independently and to report to the Auditors at the appropriate time.
- Ability to write business documents in Japanese for external purposes. Business-level English proficiency (TOEIC score of 730 or higher).
- Ability to use Microsoft 365 (Word, Excel, PowerPoint, SharePoint, Teams) for different purposes.
- 2 years of secretarial or administrative assistant experience in a Japanese or international environment.
- Ability to communicate smoothly with others and work as a member of an organization.
(Preferred)
- Bachelor's degree or equivalent.
In accordance with the OIST Employee Compensation Regulations (A3).
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 and Japanese
- Curriculum vitae in English and Japanese
* Up to 2 references may be requested during the final interview stage.
* 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.
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.