Project Administrator for Office of the Provost
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. As part of this initiative, OIST will establish multiple open centers to foster collaboration and innovation. This project will be overseen university-wide, with the Provost's Office providing crucial support and coordination.
OIST is seeking a skilled and motivated administrator to provide essential support to the Office of the Provost. In this critical role, the Project Administrator will coordinate and manage a range of activities within the Office of the Provost, ensuring efficient operation and effective communication across multiple programs of the office with different stakeholders. Your primary responsibility initially will be overseeing the establishment and ongoing management of the OIST Open Centers, with a focus on ensuring their smooth launch and sustained success post-launch.
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.
- Assist the Project Manager in achieving the strategic objectives of the Office of the Provost.
- Provide administrative support to the Project Manager of the Office of the Provost, ensuring smooth day-to-day operations.
- Oversee the daily management of the office projects, including OIST open centers, ensuring efficient and effective functioning.
- Coordinate schedules, manage bookings, and oversee event planning and execution.
- Ensure efficient operation of the office projects through the development, implementation, and management of support and information systems.
- Maintain stakeholder and contact databases, and assist with the distribution of publications and editing of reports, articles, and presentations.
- Develop and maintain common rules and regulations of the office projects.
- Develop and manage presentation slides and web site contents.
- Perform other duties as directed by the Project Manager.
(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 - 7,000,000 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.
- 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 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)