Office Support Specialist

Sponsorship for Work authorization is not available for this position

Function

Report Management and Program Support

1. 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 at OTM. Record report and back-up documents by calendar year to the official retention master file.
2. 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.
3. 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.
1. Enter initial invention disclosures with federal funding into the iEdison or similar database on a weekly basis.
2. Assist with clearing incorrect information / errors in iEdison.
3. If necessary, confirm in UIeRA the grant information entered on the Screening Presentation.
4. 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.
5. 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

1. 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.
2. Maintain departmental inventory records through I-Buy of office supplies including: obtaining cost estimates to ensure quality products are purchased at competitive prices; processing supply orders; and ensuring supply orders do not exceed fiscal year allotment. Order supplies through the i-Buy System when available, 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 as not to run out and secure our supply stock. Process all documents for department approval.
3. 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.
4. 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.
5. Serve as contact/resource person to order and maintain library of subscription newspapers, online subscription, and magazines. Following p-card procedures for purchase as authorized P-card holder.
6. 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.
7. Oversees the in/out board in main office. Maintains the OTM@illinois.edu 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 our office calendars including Absence, Resource Reservations, and OTM Urbana Office Hours.
8. Serve as Telecommunication Unit liaison to schedule and coordinate telephone requests with Technology Services via web site using the Departmental Portal Technology Services (Pinnacle) the old Telecommunication Service Request (TSR). Responsible for establishing and monitoring phone orders. Review phone charges for discrepancies, and initiate action to resolve related issues.
9. 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.
10. 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 our 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.
11. 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.
12. Serves as contact person to submit the Space Survey through the Archibus Web Central with Facilities and Services. This is a mandatory survey that is submitted every year. Confirms OTM's Space utilization by department, building, and room we occupy and list who occupies each room number.
13. 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.
14. Perform other assigned duties appropriate for an Office Support Specialist.

1. High school diploma or equivalent.
2. 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.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

• 1. Knowledge about overall organizational structure/operations administered by OTM including knowledge about applicable University and departmental regulations and guidelines regarding intellectual property.
• 2. 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.
• 3. Advanced computer skills to perform duties and responsibilities using Microsoft programs including: Word, Excel, and Outlook.
• 4. Proficiency with office equipment including calculators, photocopiers, printers, digital senders, and facsimile machines. Ability to troubleshoot as needed.
• 5. 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.
• 6. 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.
• 7. 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.
• 8. Organizational skills to set up and maintain electronic and paper filing systems.
• 9. Knowledge and respect of policies and procedures outlined for the University of Illinois and OTM.
• 10. Complete projects for Federal Compliance Officer-entering information in IP database.

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. The budgeted salary for the position is $21.98 ($42,872.7). Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

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

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

Applications must be received by 6:00 pm (Central Time) on September 8, 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 Amanda Bubonic at abubo2@uillinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes 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/or 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 find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation 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 accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or accessibility@illinois.edu.

Requisition ID: 1037990

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu