Ganjuu Wellbeing Service Administrative Staff Assistant
Division Function:
“Ganjuu” is an Okinawan word meaning “Good, well, strong, healthy”. This psychology-led service, aims to support the wellbeing of the whole OIST community, which includes graduate students, staff and their families. The following services are provided:
- Psychological assessment and therapy
- Development and support of initiatives related to wellbeing and community
- Workshops and training related to wellbeing
- Services to teams (team building, mediation, etc.)
- Information, advice and consultation on wellbeing and interpersonal matters
Position summary:
The Administrative Staff Assistant at Ganjuu is a key team member responsible for ensuring the smooth and efficient operation of the mental health consultation service. The position involves a high level of independent functioning, particularly as the service operates in a location separated from the main administrative units. Main responsibilities include but are not limited to the handling of confidential and sensitive information, team budgeting, data management, and office support. The successful applicant will be joining an established team with counsellors who have experience in various countries.
This role is not just that of an administrative assistant; it is the first point of contact and serves as the face of Ganjuu's safety services for the OIST community. The ideal candidate should be comfortable and confident in such a prominent position
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.
- Document Management: Ensure the securing of written confidential material. Organize case files, scanning, filing, and so on.
- Data Entry and Management: Using MS Excel and the other data management software.
- Website Updates: Add useful information, translations, and more.
- Inventory Management: Procure goods and conduct inventory.
- Communication: Provide a safe and welcoming reception to people visiting the service with good interpersonal skills. Handle phone calls and emails, and act as a point of contact for internal OIST sections.
- Emergency Bridge: Act as an intermediary in urgent situations where a clinician is unavailable, providing initial support and directing individuals to appropriate resources.
- Budget Support: Assist in managing the budget.
- Meeting Support: Arrange and book venues for meetings, workshops, and events.
- Translation Services: Translate documents and website content from English to Japanese and vice versa.
- Travel Arrangements: Organize travel and accommodations for staff and external visitors.
- Event Management: Plan and organize events and workshops.
- Ganjuu’s Library Management: Handle book check-out and inventory.
(Required)
- Excellent English and Native level Japanese (written and spoken),
- Minimum of 2 years of international administrative work experience.
- Valid Japanese driver’s license.
- Skilled in operating the Microsoft Office suite of programs. Skilled in the use of the internet as a source of accurate information.
- Strong interpersonal skills and the ability to communicate clearly and concisely, both orally and in writing, with cultural sensitivity and flexibility.
- Excellent organizational skills and the ability to take the initiative.
- Ability to multitask and manage time effectively.
- Maintain confidentiality of people accessing the service at all times.
(Preferred)
- Previous experience in a similar role such as a position at clinical facility, counselling organization, or educational institute.
- Knowledge of graphic design (posters, flyers, etc.)
Compensation by the OIST Employee Compensation Regulations
Benefits:
- 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)
- Cover letter in English required. Japanese version required only for Applicants whose native language is Japanese.
- Curriculum vitae in English required. Japanese version required only for Applicants whose native language is Japanese.
* Please be sure to indicate where you first saw the job advertisement.
* Prior to the start of employment all new hires are required to successfully complete a background check. Personal information including employment history and academic background should be submitted to OIST after a conditional offer of employment.
- 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. The University strongly encourages applications from underrepresented groups.
- Information provided by applicants or references will be kept confidential, documents will not be returned. All applicants will be notified regarding the status of their applications.
- Please view OIST policy for rules on external professional activities
- Further details about the University can be viewed on the OIST website www.oist.jp.
Part-time (9:00-17:00), fixed-term appointment for 6 months. Contract initially with 3-month probationary period (inclusive). This contract may be renewed up to 3 years
Part-time, 5 days per week, 7 hours (9:00-17:00) per day