Project Coordinator
OIST Innovation is the technology commercialization hub at OIST. We work closely with university faculty, students, and staff to promote the development of new technologies, embrace collaborations with industry, support innovators, and launch startups. We provide a full-service suite of programs, networks, and resources designed to facilitate the transition of innovative technologies from the lab to the market, generating a meaningful societal impact. OIST Innovation is a key part of the University’s strategy to seed an innovation ecosystem in Okinawa, which is linked to technology transfer, industry partnerships, and startup incubation. The Office of the Executive Vice President is working closely with other divisions to engage and foster strategic partnerships and collaborations that enhance the University’s research competencies, reputation, outreach, and economic impact. The Project Coordinator supports management in coordinating information and resources needed to implement projects in the Office of the Executive Vice President and works to ensure the success of the activities of the Division.
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.
- Project Coordination:
• Assist in the coordination and tracking of projects, including organizing timelines, deliverables, and project documentation.
• Support the Executive Vice President's Office by preparing and organizing materials for meetings and presentations
• Help with project status updates and provide logistical support as needed for smooth execution of project activities. - Event and Meeting Coordination:
• Assist in organizing meetings, workshops, and events by scheduling, preparing materials, and ensuring that all logistical arrangements are in place (e.g., venue setup, catering).
• Assist in managing external visits, including preparing visitor schedules, meeting agendas, and briefing materials. - Document Management:
• Maintain accurate records and organize filing systems for documents related to projects, meetings, and daily office operations.
• Support the translation of documents between English and Japanese, as needed, and ensure they meet professional standards. - Administrative Support:
• Provide general administrative support to the Office Manager, including scheduling meetings, managing calendars, and coordinating travel arrangements, and expense transactions, budget management.
• Handle day-to-day office tasks such as processing expense reports, ordering office supplies, and maintaining office equipment.
• Assist in managing communication, drafting emails, and handling incoming inquiries from internal and external stakeholders. - Support for Office Operations:
• Provide administrative support for the smooth operation of the office, including visitor management, and other tasks assigned by the Office Manager
• Assist in preparing reports and correspondence for internal use.
(Required)
- Bachelor’s degree or equivalent experience in administrative support and project management
- Ability to work on multiple projects simultaneously and prioritize tasks flexibly based on evolving requirements
- High proficiency in Japanese and English (reading, writing, speaking)
- Highly self-directed with the ability to work independently and as part of a team
- Ability to handle sensitive and confidential information with discretion
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)
- 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.
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