Resource Coordination Clerk

Job Description The Resource Coordination Clerk (Admin) works under the direct supervision of the Public Diplomacy Officer (PDO) or PAO designee, and is responsible for managing all administrative aspects of the work of the PDO (Information) and the Information Unit's Outreach Team (OT). [Primary Responsibilities] Administrative & Calendar Management: Supports implementation of all PDO and OT activities. Manages program calendars, staff travel, representation, vouchers, and other administrative tasks. Budget & Attendance Support: Submits data on Information Unit budgets and expenditures to the Resource Coordination team. Prepares time and attendance records for specified team members. Stakeholder Contact: Serves as the primary point of contact for the PDO-I and the Outreach Team, ensuring media contacts, in-person visitors, and phone/email inquirers receive accurate and timely information with high customer service levels. [Position Value & Impact] This role is essential to the U.S. Embassy's public diplomacy and media engagement operations in Japan. You will provide crucial administrative and logistical support that enables impactful public relations, press events, and cultural outreach across the country. Working Hours Full-time - 40 hours per week Monday through Friday, 8:30 – 17:30, with 1 hour lunch break. Job Requirements Education Requirements: At least two years of full-time, post-secondary study at college or university is required. Qualifications: Work Experience: Three years of experience in administrative services, procurement, customer service, or events management is required. Job Knowledge: Comprehensive knowledge of Japanese geography, infrastructure, government institutions, and common business and banking practices is required. Knowledge of customer service in Japan is required. Must have an understanding of communications in Japan and the international information environment as it affects Japan, and must be familiar with digital practices and procedures. Skills And Abilities: Analytic Skills & Communication: Strong interpersonal and communication skills required. Management Skills: Strong management skills required, including the ability to develop and oversee logistics with partner institutions and manage complex PDO-I and OT events. Technical Skills: Excellent familiarity with electronic discovery tools (Internet) and standard information retrieval practices. Thorough knowledge of MS Word, Excel, and databases. Excellent numerical skills to process personnel and travel documents, develop equipment lists, and contribute to monitoring PD budgets. Availability: Must be available to travel throughout Japan to support Mission press and media engagement activities. Language: Fluent English and Japanese required. [Benefits and Other Info] ・Employment Insurance (Koyou Hoken) and Workers’ Accident Compensation Insurance (Rousai Hoken) coverage is provided. ・The Mission does not provide Employee Pension Insurance (Kousei Nenkin) or Health Insurance (Kenkou Hoken), but provides coverage for National Pension Fund (Kokumin Nenkin Kikin). ・Severance pay is provided after one year of service and if all other criteria are met. Retirement age is 70. Holidays Five Days Workweek (Saturday & Sunday off) Embassy/Consulates are closed on most American and Japanese holidays. 13 days each of Annual and Sick Leave is granted per year. Family Leave up to 40 hours per year. Job Contract Period Permanent (Probationary period is six months) Retirement age is 70. Nearest Station Ginza Line / Namboku Line: Tameike-Sanno Station Exit 14 (5 minutes' walk) Hibiya Line: Toranomon Hills Station (5 minutes' walk)