Office Support Specialist - Hybrid

OTM Urbana-Champaign

Hybrid

Sponsorship for work authorization is not available for this position.

• Agreement Compliance (75%):
  • 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.
  • Participating 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.
  • Independently maintain an organized agreement/compliance email history for future reference and potential internal or external audits.
• Federal Compliance (15%):
  • Responsible for the initiation and execution process of utilization reporting for federally funded technologies.
  • Periodically review the OTM's online collection system for utilization reporting.
  • Assist FCO to follow policy according to Bayh‑Dole.
• General (10%):
  • Reviewing agreements to identify errors, typos, inconsistencies and terms that are incompatible with office protocols and notify the Tech Manager about any discrepancies.
  • Accept redline changes in agreements and review/clean‑up to prepare a signature‑ready version for the Technology Manager to forward to the Licensee/other party.
  • Responsible for proof‑reading incoming partially‑executed agreements that requires a strong attention to detail.
  • Review fully‑executed agreement data for accuracy, and to ensure that related documents have been saved appropriately on the Shared drive and linked to the Agreement record.
  • Work to 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 reflect a thorough knowledge and understanding of OTM operations and services that accurately represents the views and areas of responsibility assigned to me.
  • Ensure that all such correspondence is documented appropriately.
  • Respond to inquiries and/or requests for information, within OTM guidelines, related to agreements and other OTM operations in a timely manner.
  • Consistently ensure that copies (whether electronic or paper) of documents are treated with confidentiality, and are distributed to appropriate parties and filed according to OTM policy and procedure.
  • Password protect documents on the Shared drive of a particularly confidential nature.
  • Provide database clean‑up as necessary, which requires a thorough understanding of OTM's database.
  • Assist OTM staff members and provide back‑up whenever necessary.
  • Draft and maintain procedures relevant to this position.
  • Perform a variety of duties as they present themselves or upon request, and assist with projects as assigned that are appropriate for this position.

High school diploma or equivalent.

Any one or combination totaling two (2) years (24 months) from the categories below:

• College coursework in any curriculum, with conversion:
  • 30 semester hours equals one (1) year (12 months)
  • Associate's Degree (60 semester hours) equals eighteen months (18 months)
  • 90 semester hours equals two (2) years (24 months)
  • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
• Work experience performing office/clerical activities, including the use of computer systems. One (1) year (12 months) of work experience comparable to the second level of this series.

• Comprehensive knowledge about operations and services administered by OTM, and about applicable University, OVPEDI, and OTM policies and procedures, to…