Academic Collaborations Administrator

The position：

OIST is expanding its institutional research collaborations with domestic and international partners. 
These collaborations play a key role in advancing interdisciplinary research and strengthening the 
university’s ability to secure competitive external funding.
The Office of the Dean of Research manages a growing portfolio of strategic partnerships and 
collaborative programs. These initiatives are central to enabling impactful research activities and 
fostering connections across institutions.
The Academic Collaborations Administrator will join the Academic Partnerships and Visiting Program Section, reporting to the Section Manager. This role will provide administrative support for 
institutional collaborations, particularly with domestic research universities, while also supporting 
visiting programs and related initiatives. The position involves close coordination with internal and 
external stakeholders and offers the opportunity to contribute to the successful delivery of 
collaborative research activities at OIST.
The position is based in Onna, Okinawa.

Responsibilities：
1. Support the Dean of Research, section manager, and coordinator in coordinating and hosting 
symposia, workshops, meetings, student exchange programs (summer camp, interns) and other 
events by handling arrangements, including budget tracking. 
2. Liaise across OIST to support the activities of the Dean of Research and the Academic 
Partnerships and Visiting Programs Section.
3. Arrange business travel for the Dean of Research, Section Manager/staff, and invited guests, in 
accordance with OIST policies and procedures.
4. Process purchase orders, travel reimbursements, and related administrative transactions 
required for section activities.
5. Provide administrative support for OIST’s Visiting Program and other section activities.
6. Create and update websites and promotional materials for events and initiatives.
7. Assemble and organize data to support the analysis and implementation of research 
collaboration activities and assist with translation of reports and presentations as needed.
8. Perform other related duties as assigned.

(Required)
1. At least 2 to 3 years of administrative experience (experience at a university or other academic 
institution is a plus).
2. Experience with event logistics and travel arrangements, particularly in an academic context
3. Native level Japanese and business level English.
4. Ability to establish smooth communications with stakeholders within and outside OIST
5. Ability to meet deadlines with accuracy.
6. Ability to collaborate effectively in a team environment.
7. Multitasker, attentive to detail, situationally aware, with an ability to operate in an uncertain and
changing environment with a minimum of supervision.

(Preferred)
1. Experience drafting as well as translating reports on academic events and activities.
2. Work experience in an international environment.
3. Experience with project management software and productivity tools.