Office Support Specialist - Hybrid

Office Support Specialist - Hybrid

Office of Technology Management - OTM

Sponsorship for work authorization is not available for this position.

Independently perform specialized office support duties to facilitate and support operations and services administered by the Office of Technology Management (OTM) including assisting the Assistant Director, Finance and Compliance (ADFC), and the Federal Compliance Officer (FCO) which requires comprehensive knowledge about overall organizational activities and applicable University and departmental policies and procedures.

• Set-up and maintain compliance financial and non‑financial terms and obligations in the OTM database and shared drive for newly‑executed agreements.
• Assign agreement numbers to draft agreement documents provided by the Technology Managers and review the terms of each agreement from a compliance perspective prior to execution.
• Request that invoices be issued to licensees from OTM's accounting team in accordance with the terms of executed agreements.
• Participate in the collection and monitoring of all reports and associated payments required of licensees according to the terms of our agreements; seek and document Tech Manager approval.
• Contact licensees as necessary via email or phone regarding agreement compliance, gather information from Tech Managers to prepare draft notices of default/termination, and agreement amendments upon request.
• Maintain an organized agreement/compliance email history for future reference and potential internal or external audits.
• Initiate and execute utilization reporting for federally funded technologies.
• Periodically review the OTM's online collection system for utilization reporting and assist the FCO to follow policy according to Bayh‑Dole.
• Review agreements to identify errors, typos, inconsistencies and terms that are incompatible with office protocols; notify the Tech Manager about any discrepancies.
• Accept redline changes in agreements, review and clean up to prepare a signature‑ready version for the Technology Manager to forward to the licensee or other party.
• Proof‑read incoming partially‑executed agreements requiring strong attention to detail.
• Review fully‑executed agreement data for accuracy and ensure related documents have been saved appropriately on the shared drive and linked to the agreement record.
• Maintain and update documents/files on OTM's shared drive to support easy access for document retrieval.
• Provide a consistently high level of professionalism through written communication to university faculty and outside parties; compose and prepare confidential and sensitive electronic and written communications that accurately represent the views and areas of responsibility assigned to me.
• Respond to inquiries and/or requests for information, within OTM guidelines, related to agreements and other OTM operations in a timely manner.
• Ensure copies (whether electronic or paper) of documents are treated with confidentiality and distributed to appropriate parties and filed according to OTM policy and procedure.
• Password protect documents on the shared drive with particularly confidential nature.
• Provide database clean‑up as necessary, requiring a thorough understanding of OTM's database.
• Draft and maintain procedures relevant to this position.
• Assist OTM staff members and provide back‑up whenever necessary; perform a variety of duties as they arise or upon request and assist with projects as assigned that are appropriate for this position.

Per SUCSS Class Specification: high school diploma or equivalent and one or more of the following totaling two (2) years (24 months):

• College coursework
• Work experience performing office/clerical activities, including the use of computer systems.

• Knowledge about University guidelines as set forth in the Business and Financial Policies and Procedures Manual, the General Rules Concerning University Organization and Procedure, the Campus Administrative Manual, University of Illinois statutes, and the Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois.
• Comprehensi…