University of Illinois Urbana-Champaign
Office Support Specialist - Hybrid
University of Illinois Urbana-Champaign, Urbana, Illinois, us, 61803
Office Support Specialist - Hybrid
Office of Technology Management - OTM
Sponsorship for work authorization is not available for this position.
Job Summary 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.
Duties & Responsibilities
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.
Minimum Qualifications 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, Skills, and Abilities
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.
Comprehensive knowledge about specialized software programs/applications of databases utilized by OTM.
Advanced Microsoft computer skills including Word, Excel and Outlook; self‑motivation to keep skills up‑to‑date.
Excellent keyboarding, grammar, and proofreading skills; proficiency in business writing techniques.
Proficiency with office equipment including calculator, photocopiers, printers, digital scanners, and facsimile machines.
Ability to develop effective electronic and paper filing systems that can be efficiently accessed, updated, and maintained.
Excellent verbal and written communication skills to effectively communicate with university and departmental officials/staff and other internal/external persons seeking assistance from OTM.
Strong interpersonal skills reflecting courtesy, tactfulness, and respect toward others.
Ability to work independently, exercise good judgment, and apply discretion in handling confidential and sensitive information.
Excellent organizational and multi‑tasking skills to prioritize work and meet stringent deadlines.
Self‑motivation to enhance knowledge about processes administered by OTM to improve overall efficiency and effectiveness of operations and services.
Appointment Information This is a 100% full‑time Civil Service 3243 – Office Support Specialist position, appointed on a 12‑month basis. The expected start date is as soon as possible after 1/26/2026.
Salary range: $42,872.70 – $44,608.20.
For more information on Civil Service classifications, see the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on January 7th, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials must be provided no later than the first day of employment.
For further information about this specific position, contact Zuri White at Zuri@Illinois.edu. For questions regarding the application process, call 217‑333‑2137.
This position is entitled to benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and veteran status, and complies with all applicable state and federal employment mandates. Please visit required employment notices and posters to view our non‑discrimination statement and additional information regarding background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E‑Verify.
Applicants with disabilities are encouraged to apply and may request reasonable accommodations under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217‑333‑0885, or by emailing accessibility@illinois.edu.
Requisition ID : 1034092
Job Category : Administrative Support
Apply at : https://jobs.illinois.edu
Seniority level
Entry level
Employment type
Full‑time
Job function
Information Technology
Industries
Higher Education
#J-18808-Ljbffr
Office of Technology Management - OTM
Sponsorship for work authorization is not available for this position.
Job Summary 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.
Duties & Responsibilities
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.
Minimum Qualifications 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, Skills, and Abilities
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.
Comprehensive knowledge about specialized software programs/applications of databases utilized by OTM.
Advanced Microsoft computer skills including Word, Excel and Outlook; self‑motivation to keep skills up‑to‑date.
Excellent keyboarding, grammar, and proofreading skills; proficiency in business writing techniques.
Proficiency with office equipment including calculator, photocopiers, printers, digital scanners, and facsimile machines.
Ability to develop effective electronic and paper filing systems that can be efficiently accessed, updated, and maintained.
Excellent verbal and written communication skills to effectively communicate with university and departmental officials/staff and other internal/external persons seeking assistance from OTM.
Strong interpersonal skills reflecting courtesy, tactfulness, and respect toward others.
Ability to work independently, exercise good judgment, and apply discretion in handling confidential and sensitive information.
Excellent organizational and multi‑tasking skills to prioritize work and meet stringent deadlines.
Self‑motivation to enhance knowledge about processes administered by OTM to improve overall efficiency and effectiveness of operations and services.
Appointment Information This is a 100% full‑time Civil Service 3243 – Office Support Specialist position, appointed on a 12‑month basis. The expected start date is as soon as possible after 1/26/2026.
Salary range: $42,872.70 – $44,608.20.
For more information on Civil Service classifications, see the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information Applications must be received by 6:00 pm (Central Time) on January 7th, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials must be provided no later than the first day of employment.
For further information about this specific position, contact Zuri White at Zuri@Illinois.edu. For questions regarding the application process, call 217‑333‑2137.
This position is entitled to benefits, including Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and veteran status, and complies with all applicable state and federal employment mandates. Please visit required employment notices and posters to view our non‑discrimination statement and additional information regarding background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E‑Verify.
Applicants with disabilities are encouraged to apply and may request reasonable accommodations under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217‑333‑0885, or by emailing accessibility@illinois.edu.
Requisition ID : 1034092
Job Category : Administrative Support
Apply at : https://jobs.illinois.edu
Seniority level
Entry level
Employment type
Full‑time
Job function
Information Technology
Industries
Higher Education
#J-18808-Ljbffr