Academic Coordinator, Theoretical Sciences - Computational Sciences


Discipline: Computational Sciences

Employment Type:Full-time


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Academic Coordinator, Theoretical Sciences

The Faculty Affairs Office (FAO) handles all faculty and related research matters, including all Visiting Programs. Visiting Programs have been central to graduate-level research universities by organizing workshops and residential programs which bring together leading researchers in a given area.  Visiting Programs have a significant impact on research and result in increased productivity and publications, enriching the intellectual life of the institution.

The FAO seeks an Academic Coordinator for Visiting Programs with a scientific background and strong organizational skills to manage the entire program’s activities. Reporting to the Dean/ Vice-Dean of Faculty Affairs, the Academic Coordinator will oversee the program implementation, coordinate with other stakeholders to secure resources, establish services, formulating policies, and implementing practical processes.


  • Oversee the application process and supervise the online and on-site organization of the program activities.
  • Solicit applications and handle screening of proposals based on scientific merit by working with the selection committee (faculty committee).
  • Communicate with applicants and ensure successful onboarding and departure of visitors. This includes discussing and creating the agreements with visitors and planning their logistics.
  • Plan and execute an operating budget for this program, including visitor’s travel, accommodation, and workshop expenses.
  • Liaise with Space Allocation Committee and the Building and Facility Management Section to ensure office space/seminar rooms and on-campus accommodation housing for visitors.
  • Support organizing symposiums and colloquiums accessible to a broad OIST audience. Promote such events outside of OIST.
  • Prepare an annual report with quarterly updates on the status of Visiting Programs. This includes collecting information on publications by the visitors to be registered to the OIST Institutional Repository.
  • Collaborate with Communications and Public Relations Section to engage in online marketing of the program externally to potential visitors. Take ownership of the social media promotion.
  • Promote the programs internally to faculty, researchers, and the OIST community.
  • Any other duties as required to implement the program.


  • Proven success in project management and experience in small teams with budgeting, ideally in research university administration;
  • Experience in leading direct reports including mentorship and performance management;
  • Excellent oral and written communications skills in English;
  • Exceptional interpersonal skills working and interacting with researchers;
  • Exceptional organizational and professional software skills;
  • Dynamic, pleasant professional with a get-things-done mindset; (Preferred)
  • A Ph.D. in the sciences ideally in the theoretical sciences;
  • Experience organizing residential workshops or symposiums;
  • Experience in graduate-level research university administration;
  • Experience in policy implementation and logistics;
  • Oral and written communications skills in Japanese.

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