Domestic Grants Section Assistant Manager
This role manages domestic research grant operations and leads projects to improve efficiency, compliance, and support for researchers throughout the grant lifecycle.
The position
This role manages a range of domestic research grant operations and contributes to key projects aimed at improving efficiency, compliance, and support for researchers across the grant lifecycle.
About OIST
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.
Responsibilities
Grant Operations Management:
- Independently manage complex domestic grant administration across the full grant lifecycle, ensuring compliance with sponsor regulations and institutional policies.
- Provide advanced guidance to researchers on application requirements, eligibility, and administrative strategy while maintaining appropriate boundaries regarding scientific content.
- Identify operational risks and propose solutions to enhance efficiency, compliance, and researcher support.
- Oversee data accuracy, reporting processes, and workflow optimization within assigned grant portfolios.
- Serve as a key liaison between researchers, funding agencies, and internal divisions to resolve administrative challenges.
Project Leadership and Process Improvement:
- Lead or co-lead institutional initiatives aimed at improving domestic grant operations and service delivery.
- Develop project plans, timelines, and stakeholder coordination strategies.
- Analyze trends in domestic funding schemes and recommend process improvements or new support models.
- Mentor junior staff and contribute to knowledge sharing within the team.
Requirements
(Required)
- Business-level Japanese and English with strong stakeholder communication skills.
- Demonstrated experience managing research grant administration or complex administrative operations.
- Experience leading projects or improving operational processes.
- Strong analytical and problem-solving skills with the ability to work independently.
- Ability to coordinate across multiple divisions and guide researchers on administrative strategy.
(Preferred)
- Supervisory or mentoring experience.
- Advanced knowledge of domestic funding regulations and compliance requirements.
- Experience developing institutional procedures, training materials, or workflow improvements.
Benefits
In accordance with the OIST Employee Compensation Regulations (A4).
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
Application Documents
- Curriculum vitae in English and Japanese
- Up to 2 references may be requested during the final interview stage.
- Please click APPLY HERE to be redirected to our application platform (Interfolio) and follow the instructions there to upload the required documents.
Employment Details
- Employment term: Full-time, fixed term appointment for 2 years. Contract initially with 6-month probationary period (inclusive).
- Starting date: As early as possible
- Report to: Domestic Grants Manager
- Job type: General Administration
Working Hours
- 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 (multiplied by prescribed working days per month)
Holidays: Saturday, Sunday, National holidays, and Year-end and New Year holidays (Dec. 29 – Jan. 3)
Leave: Annual Paid Holidays, Summer Leave, Sick Leave, and Special Leave
Application Deadline
Applications will be accepted until all positions are filled. *Application will be closed once the position is filled.
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.
Contact
If you have any questions, please contact us at [email protected]
Thank you for your interest in this opportunity. Please note that only shortlisted candidates will be contacted.
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