The position

JST Moonshot Research and Development Program (Goal 6) and other externally funded research projects: We are recruiting a Senior Project Management Specialist to support the research PI (Associate Professor Takahashi).

OIST's graduate education and research program is an interdisciplinary program aimed at conducting cutting-edge research in science and technology, including life sciences, physical sciences, and mathematics. Currently, over 90 research units conduct research in eight fields: physics, chemistry, neuroscience, marine science, environmental and ecological science, mathematical and computational science, engineering and applied science, and molecular, cell, and developmental biology.

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

This position autonomously handles project operations including liaison with research funding agencies (e.g., JST) and leads coordination among multiple universities, research institutions, PIs, and administrative departments. The role is expected to be a core person supporting the smooth execution and dissemination of research project outcomes.

1. Project operations and liaison with research funding agencies

• Proactively oversee administrative and operational tasks related to externally funded research projects.
• Serve as the primary contact with research funding agencies: organize requests, prioritize, communicate with stakeholders, and manage deadlines.
• Ensure compliance with project implementation regulations, guidelines, and reporting schedules.

2. Budget management and expenditure monitoring

• Coordinate with relevant departments to manage and monitor project budget execution.
• Organize and monitor budget allocation and usage for each participating institution.
• Identify budget risks and issues and propose improvements to the project manager.

3. Plan and report preparation

• Lead the creation and coordination of various documents required by research funding agencies (implementation plans and revisions, annual/interim reports, final reports and related materials).
• Compile information from each PI and participating institution, ensuring consistency, accuracy, and deadline compliance.

4. Stakeholder coordination

• Lead coordination with PIs, researchers, and administrative departments of multiple universities and research institutions.
• Plan and manage project meetings (agenda setting, material preparation, minutes, follow-up).
• Arrange separate meetings as needed among researchers, administrative staff, and funding agency representatives.
• Manage the overall project schedule and promote information sharing.

5. Dissemination and public relations

• Lead external dissemination of research results in line with funding agency policies.
• Plan and manage the bilingual (Japanese/English) project website.
• Coordinate press releases and public relations with internal and external departments.

6. Other general administrative support for project operations

Qualifications

Required

1. Experience in research project management and related administrative work at a university, research institution, or research support organization.
2. Practical experience in budget management, planning, and report writing.
3. Ability to independently judge and execute complex tasks.
4. High-level coordination, negotiation, and communication skills.
5. Ability to work in both Japanese and English.

Preferred

1. Experience dealing with competitive funding programs such as JST, JSPS, or NEDO.
2. Experience managing large-scale research projects involving multiple institutions.
3. Experience in research dissemination, website management, and public relations/press.
4. Experience working in an international research environment.

Desired personal attributes:

• Ability to autonomously lead project operations without waiting for detailed instructions.
• Ability to strategically organize and prioritize responses to research funding agencies.
• Ability to smoothly coordinate among diverse stakeholders.
• Ability to view public dissemination and social outreach as important elements of a research project.
• Ability to act with an overall optimization perspective while respecting the research field.