Academic Collaborations Administrator
Institutional-level research collaboration, especially with domestic scientific research universities, has been identified as a strategic imperative for OIST, by the University’s top-level executives, the Cabinet Office and external and internal audit and evaluation teams. As OIST has evolved and direct Japanese government funding has tightened, such collaborations have become predicates for successful competition for external funding, in particular teamed applications for large center grants. One of OIST’s successful award is J-PEAKS. Such grants are becoming progressively more essential to the continuation of the high-trust funding system that has allowed OIST to rise so quickly to prominence among Japanese scientific research institutions.
The Office of the Dean of Research has developed a rich portfolio of institutional-level collaborative relationships. These relationships are vital to execute programs and activities under J-PEAKS framework successfully.
The Academic Collaborations Administrator will be a key support member of the Academic Partnership Section, reporting directly to the Manager of Academic Partnerships. With a primary focus on leveraging resources from the J-PEAKS grant, this position provides administrative support institutional-level research collaborations, particularly with domestic scientific research universities. The Academic Collaborations Administrator will work closely with various stakeholders primarily with the Academic Collaborations Coordinator. The position is based in Okinawa.
This position is funded by the J-PEAKS Grant, which was approved by the Japan Society for the Promotion of Science (JSPS).
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.
- Travel Arrangement: Arrange travel for Senior Manager and Academic Collaboration Coordinator. This includes scheduling, managing, and coordinating their travel, assist in the preparation of travel documents (Japanese and English), and submit various applications to the accounting system for reimbursement.
- Calendar Management: Assist in scheduling and reminding internal and external parties, setting up meetings, and preparing materials for meetings (Japanese/English).
- Document Management: Organize and file documents (SharePoint, OneDrive, hard copy).
- Document Preparation: Prepare and submit authorization requests through the Document Management System until approved (Japanese/English).
- Event Management: Supporting preparation for workshops, seminars, and conferences, including preparation of related materials, dissemination of information to researchers and their responses, on-site support during the events, and assistance with reporting. This includes preparation for simultaneous webinar, Zoom and on-site.
- Procurement and Mail Processing: Procure Office supplies, conduct inventory and mailing of documents.
- Website Updates: Assist in creating and updating the Academic Partnership Section’s website.
- Support Related Sections: Provide support for related sections under the Office of the Dean of Research.
- Other Tasks: Support tasks related to the operation of the Academic Partnership Section.
(Required)
- Minimum of three 3 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 (equivalent to TOEIC score of 850)
- 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
- Ability to work in a team environment
(Preferred)
- Bachelor's Degree with administrative experience
- Experience in research university administration or in higher education
- Experience studying or working in an international environment
Expected Annual Salary: 3,500,000 – 6,500,000 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)
- Remote Work system
- 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.
- 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, documents will not be returned. All applicants will be notified regarding the status of their applications. OIST Privacy Policy
- 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 (Information Disclosure – 10. Others – 6. OIST 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.
Flextime (core time 10:00-15:00) 7.5 hrs per day (Multiplied by prescribed working days per month)