Admissions System Administrator
The Admissions Systems Administrator serves as the primary technical lead for the Graduate School's digital infrastructure, overseeing the admissions portal lifecycle and supporting system workflows.
The position
The Admissions Systems Administrator serves as the primary technical lead for the Graduate School's digital infrastructure, ensuring a seamless and bilingual experience for staff, applicants, and faculty. Reporting directly to the Manager of the Admissions and Recruitment Section, the successful candidate will oversee the lifecycle of the admissions portal, which is the core system for application management, including data collection, document processing, and faculty evaluations.
Beyond daily operations, this role will be responsible for updating and developing system workflows to adapt to evolving institutional policies and recruitment trends. The position also supports the division's web presence and integrated student databases, providing technical assistance that bridges IT requirements and admissions services.
Responsibilities
- Act as the system administrator for the admissions portal (currently Slate), overseeing the entire application lifecycle from account creation to final decision release.
- Configure and manage digital evaluation modules for faculty reviewers and provide technical support as needed.
- Manage application data in accordance with legal information storage protocols and provide analytics to support admissions and recruitment insights.
- Assist in the creation of admissions and recruitment reports.
- Identify technical gaps and propose system developments or automated workflows to meet changing applicant trends and Graduate School needs.
- Troubleshoot technical issues related to the admissions portal and other systems used within the Graduate School, liaising with vendors as needed.
- Provide general administrative support to the admissions team and assist with other section responsibilities, including student recruitment and division-wide events.
Requirements
(Required)
- Bachelor's degree in relevant field or equivalent experience
- Minimum of 3 years of experience in IT system administration or system development
- Strong language proficiency in English and Japanese
(Preferred)
- Experience with Customer Relations Management (CRM) system
- Experience working in a team with diverse backgrounds
Benefits
In accordance with the OIST Employee Compensation Regulations (A2).
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
Additional Info
Locations
- Main Campus: 1919-1 Tancha, Onna-son, Kunigami-gun, Okinawa
Employment Details
- Full-time, fixed term appointment for 2 years
- Contract initially with 6-month probationary period (inclusive)
- Contract may be renewed based on performance evaluation and OIST circumstances
- Scheduled working hours: 9:00 – 17:30
- Rest period: 12:00 – 13:00
- Flextime (core time 10:00-15:00)
- 7.5 hours per day
- Holidays: Saturday, Sunday, National holidays, Year-end and New Year holidays (Dec. 29 – Jan. 3)
- Leave: Annual Paid Holidays, Summer Leave, Sick Leave, Special Leave
- Reports to: Graduate School Admissions and Recruitment Section Manager
- Starting date: As early as possible
Application Information
- Application deadline: Applications will be accepted until the position is filled
- Required documents: Cover Letter in English, Curriculum vitae in English
- 2 reference letters required during final stages
- Apply via Interfolio platform
- Contact: [email protected]
Declaration
- OIST Graduate University is an equal opportunity, affirmative action educator and employer
- Information kept confidential per OIST Privacy Policy
- No smoking indoors
- Rules for Concurrent Appointment apply
- Further details available on OIST website
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