Position:

Administrative Assistant for Academic Affairs and Academic Advising Center

Department:

Undergraduate 
Academic Advising Center

Position type:

Full-time

Location:

Hillside Center (Mizonokuchi station)

Work hours:

37.5 Hours Per Week (9:00 to 17:30, Monday to Friday)

Report to:

Academic Affairs - Assistant Provost, Academic Operations

Visa Requirement:

Temple University, Japan Campus (TUJ) is able to sponsor a visa for this position.

Salary & benefits:

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:

Temple University, Japan Campus (TUJ) is seeking an Administrative Assistant to support Undergraduate and Academic Advising Center (AAC). The role provides administrative, technical, and financial support to help ensure the smooth operation of both academic units. Within the Undergraduate, the position will primarily support the General Education and Bridge Program.

This position is based at TUJ’s newly established Hillside Center, where the staff member will provide administrative and operational support for faculty and students across these academic units.

PRIMARY RESPONSIBILITIES:

Undergraduate Responsibilities

• Assist directors, faculty, and other administrative staff with the regular functions of the undergraduate, including reviewing syllabi, obtaining faculty information for the university website, and assisting with all faculty and student needs.
• Assist directors to gather and provide information for other TUJ units, e.g. Academic Affairs, Human Resources, ITS.
• Assist directors to input course schedules in Banner and DestinyOne, for review and approval by Registrar’s Office.
• Keep directors’ calendars/schedules, including setting meetings for directors and the programs.
• Support event logistics as needed, including reserving rooms, preparing IT, ordering catering, facilitating guest services, etc.
• Provide administrative support, including ordering paper, preparing faculty offices, etc.

• Assist directors and faculty with finances, including assisting with Tokium and NetSuite.
• In coordination with directors and the Academic Affairs, track discretionary spending for the divisions.
• Initiate and help process personnel payments, including student worker contracts & timesheets and faculty overload contracts.

• Assist with the tracking, maintenance, and purchasing of equipment and supplies, particularly in the sciences.

Academic Advising Center (AAC) Responsibilities

• Serve as the first point of contact (front desk) for the Academic Advising and Success space, including greeting walk-in visitors, assisting students with scheduling appointments, answering phone calls, responding to general inquiries, and referring students to advisors or other departments as appropriate
• Help to monitor and manage the AAC email account, ensuring timely and accurate responses or referrals
• Provide oversight and day-to-day support for AAC student workers at the Hillside center
• Support general office operations for the Academic Advising Center, including filing, scanning, photocopying, event support, purchasing, and other administrative tasks as needed

QUALIFICATIONS & EXPERIENCE：

• Bachelor’s degree
• Strong communication, interpersonal, and problem-solving skills
• Demonstrated ability to work to deadlines; attention to detail
• Ability to work and perform efficiently in an open office with frequent interruption.
• 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/May 2026.

Required application materials to be submitted:

1. a letter of application (Applications without a cover letter will not be reviewed);
2. resume or CV;
3. contact information for two references.

Only those applicants who make it past the initial review will be contacted.