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.