J-PEAKS Project Coordination Specialist
The Okinawa Institute of Science and Technology (OIST) is a dynamic and growing institution, committed to advancing science and technology through innovative research and education. OIST aims to foster world-class researchers and professionals who can contribute to the intellectual and technological advancements worldwide.
In December 2023, OIST was selected for the "Program for Forming Japan’s Peak Research Universities" (J-PEAKS), aimed at enhancing Japan's research landscape. Projects at OIST is carried out on a university-wide basis under the direction of the President, and the Provost, who represents the University in academic matters, provides cross-departmental oversight between projects. The Office of the Provost plays a central role in supporting these projects.
We are seeking a highly organized and motivated J-PEAKS project coordinator to join our dynamic team at the Provost Office. The successful candidate will be responsible for the coordination and administration of J-PEAKS grant implementation, ensuring compliance with funding requirements and facilitating effective management of grant processes and its internal implementation.
This position is to be funded through the J-PEAKS 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.
- Coordinate and compile the annual business plan and annual budget for the entire project within the university.
- Budget allocation to each project, and review of budget allocation during the fiscal year.
- Monitor and report on the progress of the overall project and budget execution.
- Coordination with related divisions regarding compilation of project outcomes and its communication.
- Coordinate the work related to various grant procedures, such as grant issuance, billing, and changes to the grant plans documentations.
- Coordinate work related to the preparation of annual reports on grant performance, income and expenditure records, etc.
- Coordinate and respond to audits related to grants.
- Coordination of meeting schedules, preparation of agendas and materials, and preparation and management of meeting minutes.
- Development and management of presentation slides and web site contents
- Other planning, coordination, analysis, and reporting duties as directed by the J-PEAKS General Manager (may involve travel to partner universities etc.)
(Required)
- Minimum of seven (7) years of administrative experience
- Strong skills in Microsoft 365 applications (WORD, PowerPoint, Excel, etc.) and familiarity with social media platforms
- Experience in filing and document management
- Excellent communication skills, both verbal and written, in English and Japanese
- Exceptional organizational skills, with the ability to manage competing priorities and meet deadlines.
- Ability to work independently with minimal supervision and collaboratively within a team environment.
- Flexibility and adaptability to meet the demands of the role.
*People with no research experience are encouraged to apply
(Preferred)
- Experience studying abroad or working in an international environment
- Experience working in an academic environment such as a university
Expected Annual Salary: 4,600,000 - 7,500,000 yen
*This amount represents the expected annual salary range for this position, which will be determined based on your experience and skills 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)
- Cover letter in English required. Japanese version required only for Applicants whose native language is Japanese.
- Curriculum vitae in English required. Japanese version required only for Applicants whose native language is Japanese.
* Please be sure to indicate where you first saw the job advertisement.
* Names and contact information of 3 referees, one of which should be a previous employer, will be required if the Applicant is selected for an interview.
- 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. The University strongly encourages applications from underrepresented groups.
- Information provided by applicants or references will be kept confidential, documents will not be returned. All applicants will be notified regarding the status of their applications.
- Please view OIST policy for rules on external professional activities
- Further details about the University can be viewed on the OIST website www.oist.jp.
Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed by taking into consideration: performance evaluation, conduct and behavior of the Employee and OIST’s financial and other circumstances.
Flextime (core time 10:00-15:00) 7.5 hrs per day (Multiplied by prescribed working days per month)
Or
Working hours: 9:00-17:30 (Discretionary)
*The working system will be determined through the selection process.