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University of Illinois System · 3 hours ago

Office Support Specialist - Hybrid

Urbana, IL

Full-time

Hybrid

Entry Level

$43K/yr - $45K/yr

2+ years exp

The University of Illinois System is seeking an Office Support Specialist to support operations and services administered by the Office of Technology Management (OTM). The role involves managing compliance for agreements, assisting in federal compliance reporting, and maintaining organized documentation and communication within the office.

Higher Education

No H1B

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

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

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

Reviewing agreements to identify errors, typos, inconsistencies and terms that are incompatible with office protocols and notify the Tech Manager about any discrepancies. Attention to detail and ability to recognize potential issues from a at this early stage of agreement development

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. This includes responses that reflect an overall knowledge of OTM, University and departmental policies and procedures

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

Qualification

Database managementMicrosoft Office SuiteOffice compliance knowledgeProofreading skillsOrganizational skillsMulti-tasking skillsVerbal communicationWritten communicationInterpersonal skillsAttention to detail

Required

High school diploma or equivalent

Any one or combination totaling two (2) years (24 months) from the categories below: College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent: 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 ensure assigned duties and responsibilities are performed in compliance with established guidelines

Knowledge about University guidelines set forth in the following publications/resources: Business and Financial Policies and Procedures Manual; The General Rules Concerning University Organization and Procedure; Campus Administrative Manual; University of Illinois Statutes; and 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 ensure computer skills are kept up-to-date with current enhancements and advanced capabilities

Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and application of business writing techniques, to compose correspondence, prepare reports, and produce legal documents/forms that reflect applicable formats and have a professional presentation

Proficiency with office equipment including calculators, 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 communications skills to effectively communicate with University and departmental officials/staff and other internal/external persons seeking assistance from OTM (including inventors, units, and affiliates)

Strong interpersonal skills that reflect courtesy, tactfulness, and respect toward others to establish and maintain effective working relationships

Ability to work independently, exercise good judgment, and apply discretion in the performance of all work assignments, and with handling and processing documents containing confidential and sensitive information

Excellent organizational and multi-tasking skills to prioritize work accordingly to meet stringent deadlines and handle urgent matters while staying on task with other assigned duties and responsibilities

Self-motivation to enhance knowledge about processes administered by OTM to improve the overall efficiency and effectiveness of operations and services