Office Support Specialist

University of Illinois Urbana-Champaign•Urbana, IL

3d•Onsite

About The Position

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.

Requirements

High school diploma or equivalent.
Any one or combination totaling two (2) years (24 months) from the categories below: a. 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) b. 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 about overall organizational structure/operations administered by OTM including knowledge about applicable University and departmental regulations and guidelines regarding intellectual property.
Knowledge about University guidelines set forth in the following publications/resources: The General Rules Concerning University Organization and Procedure; University of Illinois Statutes; Campus Administrative Manual; and Handbook for Good Ethical Practice for Faculty and Staff at the University of Illinois.
Advanced computer skills to perform duties and responsibilities using Microsoft programs including: Word, Excel, and Outlook.
Proficiency with office equipment including calculators, photocopiers, printers, digital senders, and facsimile machines. Ability to troubleshoot as needed.
Excellent verbal and written communications skills to interact effectively with University and departmental officials/staff and with external officials/agencies. Demeanor that is courteous, tactful, and respectful of others is essential.
Ability to work independently and to exercise good judgment and discretion in facilitating OTM operations and services, and with processing information and documents containing confidential and sensitive data.
Ability to multi-task and prioritize work accordingly to meet deadlines while staying on task with other assigned duties and responsibilities to complete assignments in a timely manner.
Organizational skills to set up and maintain electronic and paper filing systems.
Knowledge and respect of policies and procedures outlined for the University of Illinois and OTM.
Complete projects for Federal Compliance Officer-entering information in IP database.

Responsibilities

Responsible for the intake of Invention Report Forms for UIUC campus, including receipt via email, website, or directly to IP database.
Record report information into IP database to create a technology number and relevant information such as original copies, and back-up documents and emails regarding the report.
Inform Technology Manager assigned to report and send confirmation emails to creators indicating their disclosure was received, as well as to all internal parties at OTM.
Record report and back-up documents by calendar year to the official retention master file.
Coordinate and manage withholding of thesis relating to technologies disclosed to OTM and UI Contractual Obligations in coordination with the Graduate College Thesis Office.
Serve as a resource person to faculty, staff, and students regarding thesis withholding.
Send out communications at Six-month intervals to either extend or release thesis holds.
Manage the files for the Thesis Withholding documents on the share drive, including PDF Thesis Hold-Release, which is the official retention master file.
Support Office Administrator by attending weekly Tech Manager meetings to view new technology screenings and take notes relative to status and next steps.
Update the database to indicate the status of technologies, including 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.
Confirm in UIeRA the grant information entered on the Screening Presentation if necessary.
Support Office Administrator to create agendas and maintain performance data for weekly Tech Manager meetings and weekly licensing meetings and other meetings as requested.
Assist in the management of OTM programs that support entrepreneurs, including tracking activity, scheduling meetings, and managing routine communications with participants in the IPOC and IP-Linc programs.
Serve as a liaison with Facilities and Services to facilitate OTM operations, including coordinating and scheduling 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.
Manage facilitating remodeling projects and major upgrades through MyF&S, Facilities & Services, UofI Portal.
Requesting quotes through the F&S Portal, receiving quotes, having them approved by the Director, and following up to start the work.
Notify 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, processing supply orders, and ensuring supply orders do not exceed fiscal year allotment.
Order supplies through the i-Buy System when available, and make other office supply purchases following p-card procedures for purchase as authorized P-card holder.
Obtain quotes on requested computer and similar equipment for the office, and complete the order as needed.
Keep an inventory of supplies to prevent running out and secure supply stock.
Process all documents for department approval.
Participate in training clerical staff and extra-help employees to promote their understanding about OTM operations and services, and to ensure their work is performed in compliance with applicable University and departmental policies and procedures.
Review work assignments for accuracy and timeliness to meet daily operational needs.
Serve as contact/resource person to coordinate UPS shipments through UPS CampusShip, following p-card procedures in the Chrome River System for purchase as authorized P-card holder.
Coordinate tradeshow activities with Marketing Communication Specialist, including timeliness and accurate shipping of displays and materials to tradeshow venues, arranging for return shipments, and retaining records for tracking purposes.
Serve as contact/resource person to order and maintain library of subscription newspapers, online subscriptions, and magazines, following p-card procedures for purchase as authorized P-card holder.
Serve as a resource person for inquiries made in person, phone, or through email regarding office intellectual property issues to answer questions, provide resolutions within authoritative parameters, and/or to direct person/caller to another departmental official/staff member for response as appropriate.
Oversees the in/out board in main office.
Maintains the [email protected] e-mail account as well as checks the 2 main phone lines for the office.
Pick up and processes the after-hour's voice mails.
Process mail accordingly as needed.
Help manage office calendars including Absence, Resource Reservations, and OTM Urbana Office Hours.
Serve as Telecommunication Unit liaison to schedule and coordinate telephone requests with Technology Services via web site using the Departmental Portal Technology Services (Pinnacle).
Responsible for establishing and monitoring phone orders.
Review phone charges for discrepancies, and initiate action to resolve related issues.
Serve as OTM contact person to address needs related to office equipment maintenance.
Responsible for conducting troubleshooting activities to resolve problems and/or coordinate service repairs.
Reports monthly meter read for the copier into the i-Buy System.
Maintains copy paper supply.
Serves as AITS Security Unit USC back-up, handling all new staff and interns setting up permissions and accesses through the AITS SO Form and submitting request using the proper format needed (Form or E-mail) to AITS Security to process them.
Currently acting as USC primary duties, setting up accesses for new employees and Interns for Banner, UIUC web-based systems, etc.; and adding/removing permission and accesses as needed as both the back-up and primary USC.
Coordinate/schedule with IT support the times for repair work, installation of new computer equipment, processing equipment for surplus for the office and individuals when needed to ensure minimal interruption to OTM operations.
Follow service tickets submitted, that are processed through AITS Service Desk and follow up to see that the work is complete including ordering equipment or supplies needed to fix a problem.
Coordinate with IT support for all other IT needs in the office.
Gather all computer equipment/office items for Surplus or Scrap and sort it out accordingly and work with the Office Manager to enter items into FabWeb to have approved for pick up.
Once approved then request a service order through MyF&S, Facilities & Services, UofI Portal to have the movers pick up and delivered to the Surplus Building.
Serves as contact person to submit the Space Survey through the Archibus Web Central with Facilities and Services.
Confirms OTM's Space utilization by department, building, and room we occupy and list who occupies each room number.
Serves as contact for the Building Service Worker (BSW) in our building for issues that come up in-which they can help with, or they notice that we need to help with.
Perform other assigned duties appropriate for an Office Support Specialist.