Core Facilities Administrative Staff
The OIST Core Facilities contribute to research and education by providing excellent common research facilities and research support services for researchers and students at OIST. OIST Core Facilities has 9 technical support sections (Animal Resources, Instrumental Analysis, Scientific Imaging, Sequencing, Marine Science, Engineering, Environmental Science & Informatics, Scientific Computing & Data Analysis, Basic Lab Support). Researchers and scientists at OIST can utilize these facilities to access state-of-the-art equipment, receive training, collaborate with experts, and receive support for their experiments and research projects.
Core Facilities Administrative Staff is responsible for various duties ranging from daily purchases to event planning support and guest invitations. This position (administrative staff for the Core Facilities) is in a centralized administrative office for the Core Facilities and is expected to support the Director of Core Facilities and Core Facilities members so that each Core Facilities Section can commit and focus on supporting researchers. The successful candidate will be required to communicate with people inside and outside the section actively.
What experience you can gain through this position:
- Knowledge of financial rules and legal compliance through administrative support such as purchasing, maintenance, inspection, and fixed asset management since the institute owns a large number of cutting-edge equipment and facilities
- The extensive network in OIST and skills as an administrative staff through experience in a wide range of work since there are many interactions with Core Facilities Section members, research units and other departments
- Working experience in international setting
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.
- Operate the ERP system to arrange purchase orders, business trips, reimbursements for Core Facilities members
- Support purchase & procurement of research equipment and related contracts as requested by the Core Facilities sections
- Polite communication with vendors and manufacturers on scheduling of equipment maintenance inspection, repair, etc.
- Accurate administrative support related to OIST Core Facilities Equipment External Usage, including email exchanges with External users
- Support to analyze and manage Core Facilities budgets
- Build up a DX system with other Core Facilities Administration Section members to streamline and simplify routine tasks such as daily purchases
- Proper document management related to budget execution, equipment maintenance, safety, etc.
- DMS Kessai preparation and support
- Administrative work related to events and symposia organized by the Core Facilities (logistics arrangement and reimbursement for Guest travelers, conference room reservation, etc.)
- Edit Core Facilities section website
- Support annual fixed asset inspection for Core Facilities sections
- Other administrative support for the section requested by the Core Facilities director and members
(Required)
- Basic IT skills and knowledge of MS Office (Word, Excel, PowerPoint, SharePoint)
- Native level Japanese and business level English (TOEIC score 800 or higher)
- Excellent communication skills, including writing formal, polite emails in both Japanese and English to internal as well as external people of OIST
- Ability to use ERP (accounting system) to input accurate information and analyze budget status
- Accurate job prioritization and completion of assigned tasks with a sense of responsibility
- A person who can actively give ideas and concrete shape to non-routine and newly created tasks
- A highly empathetic team player, who can give a hand whenever Core Facilities members need assistance
- Ability to adapt to local culture and rapidly changing work environment
(Preferred)
- Work experience in Japanese universities or institutes and/or international settings
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)
- Letter of intent in both English and Japanese
- Curriculum vitae in both English and 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
Term: 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