Research Administrator – Quantum Architecture Unit

The position

The Research Administrator position in the Quantum Architecture Unit (QA Unit) is responsible for a wide range of administrative tasks that ensure the smooth operation of the unit. This includes providing secretarial support for all unit members, managing finances, organizing academic events, and supporting grant-related activities under supervision.

Responsibilities

Secretarial Support

• Serve as the primary administrative contact point for the QA Unit within OIST.
• Assist with day-to-day activities, including scheduling, managing communications, supporting hiring processes, and arranging travel for unit members.
• Update and maintain the QA Unit website.
• Organize and support academic events such as workshops, conferences, project meetings, and industry collaborations.
• Manage and update academic information for unit members.
• Support research data management for open access in coordination with the Library and Unit PI.
• Maintain a professional and well-organized unit work environment.
• Provide administrative assistance to PhD students and interns.
• Coordinate hiring processes and visiting researcher/visitor appointments.
• Oversee all administrative matters related to unit visitors.

Financial Administration

• Budget execution: Correctly manage and execute the QA Unit’s research budgets (including grant/project budgets) through OIST’s finance systems, including (but not limited to) procurement and business travels.
• Maintain financial records and oversee unit assets.

Grant related administration

• Provide administrative support for external competitive grants, including Kakenhi.
• Assist with both pre-award and post-award processes.
• Monitor and manage grant budgets, track expenditures, process payments, and ensure compliance with funding regulations.
• Support unit members in grant application and reporting activities.

Qualifications

1. Minimum 3 years of experience in academic administration and project coordination.
2. Proven experience with financial administration in academia and using institutional finance systems.
3. Successful track record in managing external competitive research funds (excluding Kakenhi).
4. Strong communication skills in both English and Japanese (business level).
5. Familiarity with grant management systems (e.g., e-Rad) and knowledge of application and reporting processes.
6. Ability to work independently and collaboratively within a diverse team environment.
7. Strong interest in research support and education.

Compensation and Benefits

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)
• Remote Work System

Application Documents

• Cover letter (in both Japanese and English)
• Curriculum vitae (in both Japanese and English)
• List of research grants administered

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.
• Information provided by applicants or references will be kept confidential in accordance to the OIST Privacy Policy; documents will not be returned.
• 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: Rules for Concurrent Appointment.
• Further details about the University can be viewed on our website.