OKINAWA INSTITUTE OF SCIENCE AND TECHNOLOGY (OIST)

Conference and Workshop Staff

Location
Japan (JP)
Posted
08 May 2018
End of advertisement period
21 May 2018
Ref
32555
Contract Type
Fixed Term
Hours
Full Time

The Okinawa Institute of Science and Technology Graduate University (OIST; see www.oist.jp) is a dynamic new graduate university of science and technology in Okinawa Prefecture, Japan. The university is located on 85 hectares of protected forestland overlooking beautiful shoreline and coral reefs. The campus is striking architecturally, and the facilities are outstanding (OIST campus video tour). There are no academic departments, which facilitates multidisciplinary research. 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.

Position summary: 
Conference and Workshop Staff supports international workshops held at OIST by making reservations of participants’ flight tickets, accommodation, and assisting other administrative tasks.

Location

1919‐1 Tancha, Onna‐son, Okinawa, Japan 904-0495

Responsibilities 

  • Provide administrative support (reservation for flight tickets, accommodation, and catering) to the participants who attend international workshops held at OIST
  • Assist VISA application for non-Japanese workshop participants
  • Make a list of workshop participants and manage the data
  • Reception work on the day of the workshop
  • Take questionnaires for workshop participants and analyze the result
  • Manage travel requests and travel payments using an accounting system
  • Provide administrative support (reservation for flight tickets, accommodation, and catering) to the participants who attend international workshops held at OIST
  • Assist VISA application for non-Japanese workshop participants
  • Make a list of workshop participants and manage the data
  • Reception work on the day of the workshop
  • Take questionnaires for workshop participants and analyze the result
  • Manage travel requests and travel payments using an accounting system

Qualifications

(Required) 

  • Business level English (TOEIC 750 or higher) and native level Japanese
  • High level of accuracy for administrative work
  • Computer proficiency (Word, Excel)
  • Excellent interpersonal communication skills
  • Ability to perform tasks as a team player

(Preferred) 

  • Prior working experiences in international academic events
  • Prior working experiences in organizing travel arrangements
  • Experience in customer data management using Excel
  • Business level English (TOEIC 750 or higher) and native level Japanese
  • High level of accuracy for administrative work
  • Computer proficiency (Word, Excel)
  • Excellent interpersonal communication skills
  • Ability to perform tasks as a team player
  • Prior working experiences in international academic events
  • Prior working experiences in organizing travel arrangements
  • Experience in customer data management using Excel

Report to 

Associate Vice President for Communication and Public Relations Division

Starting Date 

As early as possible

Term & Working Hours 

Term: Full-time, fixed term appointment for 2 years. Contract initially with 3-month probationary period (inclusive). This contract may be renewed.
Working hours: Flextime (core time 10:00-15:00) 7.5hrs per day (Multiplied by prescribed working days per month)

Compensation & Benefits

  • Compensation in accordance with the OIST Employee Compensation Regulations
  • Annual salary: 2.4M yen ~ (Job class: Administrative staff I-II, A1-A2)

Benefits: 

  • Relocation, housing and commuting allowances
  • Annual paid leave and summer holidays
  • Health insurance (Private School Mutual Aid http://www.shigakukyosai.jp/ )
  • Welfare pension insurance (kousei-nenkin)
  • Worker’s accident compensation insurance (roudousha-saigai-hoshou-hoken)

How To Apply 

Apply by emailing your Submission Documents to:
recruiting@oist.jp 
or send by post to the following address:
HR Recruiting Support Section
Okinawa Institute of Science and Technology Graduate University
1919-1, Onna, Onna-son, Okinawa 904-0495, Japan

Submission Documents 

  • Cover letter in both English and Japanese
  • Curriculum vitae in both English and Japanese
  • Names and contact information of more than one referees, one of which should be a previous employer

* Please be sure to indicate where you first saw the job advertisement.

Application Due Date

May 31, 2018 (Applications will be screened upon arrival)

Declaration 

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 women and minority candidates to apply.

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.

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 women and minority candidates to apply.

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