Job openings

Now Hiring: Office Support Specialist

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.
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 and 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.
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 present themselves 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. 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.

Knowledge, Skills and Abilities

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.

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. Sponsorship for work authorization is not available for this position.

The budgeted salary range for the position is $42,872.70 - $44,608.20. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

System Office jobs such as this one are not eligible for the Referral Program.

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. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Zuri White at Zuri@Illinois.edu. For questions regarding the application process, please contact 217-333-2137.