Facility Management Section Administrative Staff
OIST was established at the initiative of the Japanese government to contribute to global science and technology by attracting the best researchers from Japan and abroad to conduct high-quality research, to promote the formation of a world-class research center, and to serve as the nucleus of an intellectual cluster that will promote technology transfer and innovation in Okinawa.
To achieve this goal, it is necessary to provide researchers with a world-class research environment. The most important task of the Facilities Management Section is to maintain and manage the facilities with a limited budget properly.
The Facilities Management Section Administrative Staff performs clerical-related duties within the maintenance and management of the facilities involved in the Facilities Management Section.
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.
- Corporate document management
・It must be decided whether corporate documents retained by the Section will be disposed of after the expiration of the retention period or whether the retention period will be extended. The section is required to manage all of these matters and properly store corporate documents.
・Properly file the corporate documents to be kept and make them available for inspection and confirmation at any time.
・Responsible for the management of various other documents.
- Management of documents submitted to relevant government agencies
・Monitors and manages periodic notifications to be submitted to relevant government agencies to ensure that they are properly submitted.
- Review of specifications for ordering facility and equipment maintenance services
・The facilities maintenance contract is the most important contract that the Facilities Management Section enters into. This contract is mainly divided into the following categories: 1) security, 2) cleaning, 3) equipment maintenance, 4) plant maintenance, and 5) room cleaning. Of these, the specifications for 2) cleaning and 4) planting management services must be reviewed to ensure that the contents of the school's order are accurately communicated to the contractor and that there are no interruptions to the work.
- Support for scheduling of facility management related work
・Coordinates the scheduling of work to be performed in the facility by acting as an intermediary between the workers and the facility users (e.g., researchers). This mainly applies to periodic cleaning work, and the work content, procedures, etc. are understood and handled/adjusted so as not to interfere with the facility users.
- Overall management support for the facility management section
・Assists the manager in ensuring that the Section's operations are running smoothly and provides accurate and effective feedback to Section members.
- Review and support the creation of various documents such as procedures, etc.
・There are various rules and regulations under the jurisdiction of the section. These documents need to be reviewed and newly created as the organization expands or as the environment changes. This will be led by the respective team leader, who will be required to provide support.
(Required)
- 5 years of relevant work experience in general administration
- Communication skills to build good relationships with the stakeholders
- Advanced level of Microsoft365
- Business level of English proficiency (TOEIC score 800 or equivalent)
- Driver's license
(Preferred)
- Experience in document control
Salary:
Expected Annual Salary: 3,200,000 ~ 6,000,000 yen
*This range represents the expected amount defined by the university. The actual amount will be determined based on your experience and skills in accordance with the OIST Employee Compensation Regulations.
Social insurance, Benefits and Allowances:
- 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.
* 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.
- Please view OIST policy for rules on external professional activities
- Further details about the University can be viewed on the OIST website www.oist.jp.
Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.
Flextime (core time 10:00-15:00) 7.5 hrs per day (Multiplied by prescribed working days per month)