Assistant to the Dean of Faculty Affairs
The Faculty Affairs Office (FAO), led by the Dean of Faculty Affairs, oversees essential functions supporting the success of OIST faculty and researchers. Central to these activities are the recruitment and hiring of world-class new faculty, and the ongoing evaluation of all faculty and their research groups through an equitable and transparent process. Other responsibilities of the FAO include space allocation, the university library, professional development, the adjudication of research misconduct processes, and personnel management.
Position summary:
Assistant to the Dean of Faculty Affairs (DFA) plays a liaison role between the Faculty Affairs Office and other divisions and provides administrative support for matters relating to faculty members, research units, and their researchers. The tasks include but not limited to the followings:
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 Dean’s daily schedule and set up appointments. Duties also include agenda setting, coordinating requests, and preparing necessary documents. As necessary, attend meetings to help the DFA prepare for action items.
- Act as a first point of contact with internal and external stakeholders by responding and filtering incoming inquiries and requests by emails and calls.
- Prepare reports and presentations for the Japanese Government and internal senior-level meetings. Duties include consolidating data, drafting documents, translating documents (English and Japanese), taking minutes, and interpreting if required.
- Assist the DFA to organize events including travel and lodging arrangements of guest speakers.
- Coordinate day-to-day activities of the office, including planning/reporting operating and personnel budgets.
- Coordination of DFA/FAO activities and communication with other Executive offices.
- Pursue projects related to faculty affairs as requested by the DFA, including faculty award committee.
- Execute duties related to faculty affairs as requested by the DFA, including FAO budget, prepare government reports.
(Required)
- Secretarial/administrative experience (at least 5 years)
- Skillfully handle confidential information
- Ability to judge priorities and handle multiple tasks in a fast-paced working environment
- Excellent interpersonal skills and ability to coordinate tasks within the office and communicate with other divisions
- High level business writing skills in Japanese and in English. Advanced skills in writing meeting minutes in English (TOEIC 900 or higher).
- Ability to maintain a high level of accuracy and attention to detail.
- Computer skills and proficiency in software (MS Office: PowerPoint, Excel, Word, and Outlook)
Expected Annual Salary: 3,900,000 - 8,600,000 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.
* Prior to the start of employment all new hires are required to successfully complete a background check. Personal information including employment history and academic background should be submitted to OIST after a conditional offer of employment.
- 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.
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