Administrative Assistant for Academic Affairs at Temple University Japan

Kyoto, , Japan -

Full Time

Start Date

Immediate

Expiry Date

14 Jun, 26

Salary

0.0

Posted On

16 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Yes

Skills

Communication, Interpersonal skills, Problem-solving, Attention to detail, PC skills, Database management, Excel, Word, Japanese fluency, English fluency, Marketing, Recruiting, Expense reporting, Logistics coordination, Financial processing

Industry

Education Administration Programs

Description

Position: Administrative Assistant for Academic Affairs Department: Undergraduate Communication Management Master’s Program Position type: Full-time Location: Kyoto (Fujinomori station) Work hours: 37.5 Hours Per Week (9:00 to 17:30, Monday to Friday) Report to: Academic Affairs - Assistant Provost, Academic Operations in Tokyo Visa Requirement: Temple University, Japan Campus (TUJ) is able to sponsor a visa for this position. SALARY & BENEFIT: Commensurate with experience. Eleven (11) days of paid vacation in the first year, increasing to 20 days after 6 years of employment, plus 5 paid “personal and sick days” each year. In addition, approximately two weeks university-wide break over Christmas/New Year. Japanese social insurance and pension, commuting/telework allowance, a membership in a welfare discount program, retirement payment system, and tuition benefits for TUJ programs. OVERVIEW OF POSITION: The Administrative Assistant for the Academic Affairs will provide support for the Kyoto-based administration and faculty of Undergraduate and Graduate Programs. The position is multifaceted, involving technical, financial, and clerical work to support the teaching and research missions of TUJ Kyoto. PRIMARY RESPONSIBILITIES: Undergraduate Program Responsibilities Assist Kyoto-based undergraduate faculty with the regular functions of the academic program, including reviewing syllabi, obtaining faculty information for the university website, and assisting with all faculty and student needs. Coordinate faculty meetings and events, including logistics such as room reservations, IT preparation, catering and guest services. Provide administrative support, including ordering office supplies and preparing faculty offices. Assist Kyoto-based faculty with finances, including the use of Tokium and NetSuite. Initiate and help process personnel payments, including student worker contracts and timesheets and faculty overload contracts. Assist with the tracking, maintenance, and purchasing of equipment and supplies. Perform other duties as assigned to support TUJ-Kyoto operations and initiatives. Graduate Program Responsibilities Support the Program Director with marketing and recruiting (e.g., Instagram and LinkedIn), TUJ website updates, and mailing list management. Perform administrative and clerical tasks, including expense reporting. Coordinate information sessions, including sending invitations, tracking responses and sending reminders Assist with application processing and candidate support, including following up on missing materials and setting up appointments and interviews. Assist with graduate student intake, coordinating with the visa team and coordinate housing and orientation. Support student activities, including excursions, guest speakers, and other extracurricular activities. Provide administrative support to graduate faculty as needed QUALIFICATIONS & EXPERIENCE: Strong communication, interpersonal, and problem-solving skills. Demonstrated ability to work to deadlines; attention to detail. Strong PC skills (database, Excel, Word). Work experience in higher education and/or study abroad preferred. Ability to communicate fluently and professionally in both Japanese and English, in writing and speaking. APPLICATION PROCESS Review of applications will begin immediately. Desired start date is April 2026 or shortly thereafter. Required application materials to be submitted: a letter of application (Applications without a cover letter will not be reviewed); resume or CV; contact information for two references. Only those applicants who make it past the initial review will be contacted. Location Kyoto Department 40 Undergraduate Program Employment Type FT Staff Minimum Experience Mid-level

Responsibilities

The Administrative Assistant will provide multifaceted support for both Undergraduate and Graduate Programs in Kyoto, covering technical, financial, and clerical tasks to support teaching and research missions. Responsibilities include assisting faculty with academic functions, coordinating meetings and events, managing finances, and supporting marketing, recruiting, and student intake processes.