Office Support Specialist Job Urbana area,Illinois USA,Administrative/Clerical

Office Support Specialist OTM Urbana-Champaign

Sponsorship for Work authorization is not available for this position

Job Summary

Under direction, perform a wide variety of duties to support operations and services administered by the Office of Technology Management (OTM) that require knowledge about overall OTM activities to ensure document production/processing functions are performed in compliance with established policies and procedures, including assisting the Federal Compliance Officer and Office Administrator.
A wide variety of assigned duties/functions requires knowledge about overall organizational activities to effectively contribute toward achieving established departmental objectives and goals. Ability to produce accurate, detail-oriented work in a timely manner is essential. Must be able to handle and process confidential information with discretion and good judgment. Must exercise tactfulness at all times in communicating with others to avert misunderstandings and/or the disclosure of inappropriate or inaccurate information.

Position adheres to job description duties/responsibilities, departmental/supervisory work performance expectations communicated verbally and in writing, general guidelines, and applicable University and departmental policies and procedures. Ability to initiate, prioritize, and perform work independently is required to meet daily operational needs.
Position interacts with the OTM staff as well as other campus departments. Communication is accomplished via correspondence, in-person, phone, e-mail, and facsimile. As a representative of OTM, strong interpersonal skills are required in the performance of all assigned duties and responsibilities, and in developing and maintaining effective working relationships with others. Position is an integral part of a highly motivated team responsible for identifying, protecting, marketing, and licensing inventions developed by University of Illinois faculty/staff, which requires self-motivation and excellent communications/organizational skills.

Function

Report Management and Program Support

Responsible for the intake of Invention Report Forms for UIUC campus. This includes receipt via email, website, or directly to IP database. Record report information into IP database to create a technology number. Record relevant information such as original copies, and back-up documents and emails regarding the report into IP database. Responsible for informing Technology Manager assigned to report and confirmation email to creators indicating their disclosure was received.

As well as all internal parties ord report and back-up documents by calendar year to the official retention master file.

Responsible for coordinating and managing withholding of thesis relating to technologies disclosed to OTM and UI Contractual Obligations in coordination with the Graduate College Thesis Office, which requires knowledge about applicable University and departmental policies and procedures. Serve as a resource person to faculty, staff, and students. Send out communications at Six-month intervals to either extend or release. Manage the files for the Thesis Withholding documents save on the share drive, pdf Thesis Hold-Release, which is the official retention master file.

Support Office Administrator by attending weekly Tech Manager meeting to view new technology screenings and take notes relative to status and next steps. Update the database to indicate the status of the technologies, include invention screenings and other appropriate documents for the invention record.

Enter initial invention disclosures with federal funding into the iEdison or similar database on a weekly basis.
Assist with clearing incorrect information / errors in iEdison.
If necessary, confirm in UIeRA the grant information entered on the Screening Presentation.

Support Office Administrator to create the agendas and maintain performance data for the weekly Tech Manager meetings and weekly licensing meetings and other meetings as requested.

Assist in the management of OTM programs that support entrepreneurs. Track activity, schedule meetings, and manage routine communications with participants in the IPOC and IP-Linc programs.

General

Serve as a liaison with Facilities and Services to facilitate OTM operations including: coordinate and schedule repair work/installation of office heating and cooling units and other work as needed for the office, and to ensure minimal interruption to OTM operations; through MyF&S, Facilities & Services, UofI Portal; manage facilitating remodeling projects and major upgrades. Requesting quotes through the F&S Portal, receiving quotes, having them approved by the Director.

Follow up to start the work. Notifying appropriate officials/staff about progress; expedite work as necessary to meet departmental needs; and review job cost vouchers for accuracy and completeness.

Maintain departmental inventory records through I-Buy of office supplies including: obtaining cost estimates to…