Facility Management Section Manager
OIST was created 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, promote the formation of a world-class research center, and 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 designation of the Facilities Management Section is to properly maintain and manage the facilities within a limited budget.
Position Summary:
The Facilities Management Section Manager is expected to contribute to the longevity and cost savings of facilities and equipment by properly maintaining campus facilities and equipment. Training and providing operational support to the Facilities Management Section staff will also be a major part of this position's duties.
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.
- Management and supervision of facility management section staff
・The facilities management section is comprised of staff with a wide range of skills and experience. It is important to understand the competencies of these staff members and provide an environment in which they can maximize their abilities.
・It is important to provide opportunities for staff to be heard and to build a relationship of mutual trust. It is an important responsibility to devote time to training and mentoring staff as needed and to provide opportunities for them to learn.
- Budget preparation
・Preparing a budget for the maintenance of facilities and equipment is an important responsibility. The manager is responsible for preparing explanatory materials to obtain the budget, negotiating with the budget section, and monitoring budget execution.
・The manager is responsible for preparing explanatory materials, negotiating with the budget section, and reviewing budget execution. The manager examines the appropriateness of the amounts to be appropriated in the budget proposal. In particular, management of utility costs and energy-saving measures are important responsibilities.
- Facility and equipment maintenance work plan preparation
・The preparation of a year-round campus maintenance plan is an important responsibility. We will collaborate with contractors to whom we outsource facility management, cleaning, security, and plant management, and create a detailed implementation plan to ensure that no materials are used in research activities. In preparing the implementation plan, it is an important responsibility to consider the adequacy of the plan, cost adequacy, and risk reduction.
- Preparation of a major repair plan
・The preparation of a major repair plan is the responsibility of the entire Facility Management Department, but the manager is responsible for overall management of budget execution, work orders, and deadlines. The manager must systematically check the progress to prevent budget overruns, order omissions, and missed deadlines.
・The manager should prepare a 5-year or 10-year plan for large-scale repairs.
- Fire and disaster prevention management
・The Campus Safety Coordinator of the Facility Management Section is responsible for fire prevention, disaster prevention, and traffic safety for the entire campus. Managers need to understand and support the work of the Campus Safety Coordinator. In particular, the Manager will work as one of the leaders of the emergency response team in the event of a disaster and emergency response in accordance with the Business Continuity Plan (BCP).
・Understanding OIST's BCP and firefighting plan and contributing to OIST's risk management is an important responsibility.
- Campus parking lot management and school vehicle management
・Due to the poor public transportation system in the vicinity of OIST, most of the faculty, staff, and students who work on campus commute to work by car. Therefore, adequate parking is required. Managers need to monitor the number of vehicles commuting to and from work and take action to ensure that there is not a shortage of parking spaces.
・The maintenance and operation of the school's fleet of commuter and school vehicles is the responsibility of the Facilities Management section. The manager communicates with the fleet managers and supervises them to ensure that school vehicles are properly managed.
- Training staff and setting work goals
・The manager provides education, guidance, training, and learning opportunities for the facilities management section staff. Managers develop sectional goals based on divisional goals and use them as the basis for individual staff goals.
(Required)
- At least 10 years of experience in facilities management or project management related to facilities management
- Working experience in public works order procedures, preparation of documents required for order placement, etc.
- Working experience in budget preparation, budget management, and budget acquisition negotiation
- Experience in managing and supervising 5 or more subordinates, managing and supervising subcontractors, etc.
- A minimum of a bachelor's degree from a technical college in the field of science or engineering
- Negotiation skills to coordinate with relevant government agencies and subcontractors
- Communication skills to build good relationships with other departments
- Clear and high communication and documentation skills in both English and Japanese (TOEIC score 800 or above)
- Intermediate level of Microsoft Office
- Driver's license
(Preferred)
- Practical experience related to the life extension of facilities and equipment, and practical experience related to large-scale repair planning
- Practical experience using CAD
- Qualifications related to fire prevention and disaster prevention
In accordance with the OIST Employee Compensation Regulations
Expected Annual Salary: 8,800,000 yen
*This amount represents the median annual salary 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.
- 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.
* 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. The University strongly encourages applications from underrepresented groups.
- 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)