Administrative Specialist II - DOE Argonne Site Office/Intellectual Property Transfer SupportAleut Federal, LLC

Aleut Federal, LLC


Administrative Specialist II - DOE Argonne Site Office/Intellectual Property Transfer Support

Job Category: Administrative
Requisition Number: ADMIN003808

Posted: July 8, 2026
Schedule: Full Time
Location: Batavia, Illinois 60510, United States

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.

POSITION SUMMARY

Contractor shall provide a broad range of administrative support services to the U.S. Department of Energy, Office of Science’s (SC) Intellectual Property Law (IPL) Division, General Counsel-North (GC-N). IPL is a critical element of SC program execution and implementation capability. IPL is the provider of essential business and technical support to assigned SC Site Offices, other Headquarters program sponsors, and other federal agencies. IPL facilitates the delivery of remarkable discoveries, advancing technology and the understanding of energy and matter, which perpetuates the well-being of the United States.

ESSENTIAL JOB FUNCTIONS

Position will perform administrative duties as assigned in coordination with Federal administrative support personnel. Position is responsible for providing accurate data entry and retrieval; coordination, distribution, and filing of correspondence; answering phones; maintaining files in accordance with DOE directives; and providing timely mail distribution and shipping services as needed. Position is responsible for providing travel coordination assistance and assisting in Records Management activities, and at times will be required to attend meetings.

The individual shall have experience in the operation of personal computers and the Microsoft Office Suite. Position may also fulfill other data entry, administrative services, and records management duties as assigned.

Work scope includes, but is not limited to, the following administrative support activities:

• Providing timely and accurate data entry, data analysis, retrieval, and word processing services. The software includes, but is not limited to, iEdison, Wellspring’s Sophia docketing system, Legal Action Tracking, STRIPES-US Patent Office Private PAIR, and Microsoft Office Suite (e.g. Word, Excel, PowerPoint, Access, etc.)
• Preparation of documents, presentations, and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint, and Excel
• Coordinating, distributing, and filing copies of completed correspondence
• Reviewing files and records and preparing them for retirement/inactive storage
• Maintaining files and providing records management in accordance with DOE directives
• Intellectual Property Docketing Support - Maintains proper and timely records of all DOE awards and laboratory agreements received by IPL in DOE’s Sophia docketing system per IPL’s applicable procedures; maintains proper and timely docketing of DOE-owned intellectual property (e.g. patents, copyrights, and trademarks) in Sophia per IPL’s applicable procedures. This complex docketing must be performed under the supervision of an IPL patent attorney and requires expert knowledge and support. Assist staff to ensure timely action on all docketing.
• Program analysis:
  • Assistance in conducting studies and analyses to improve the effectiveness and efficiency of administrative operations
  • Identifies actual or potential problems, trends, significant management or program deficiencies, and areas of imbalance
  • Recommends corrective measures/actions to Federal managers and supervisors
  • Evaluates current administrative practices and operating procedures to ensure new and changing requirements are met
  • Finalizes reports related to the effectiveness of program activities
  • Maintains guidance and instructions for the implementation of new administrative policies, procedures, and regulations.
  • Maintains documentation regarding laboratory expenditures and funding transactions

.Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.

EDUCATION/TRAINING

• High school diploma or GED is required.
• An associate's degree is preferred.

EXPERIENCE

• 2-3 years of relevant Administrative Support. Experience in supporting a team of Executive Leadership is preferred.
• Polished verbal and written communication skills
• Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook)
• Ability to prioritize, multitask, and meet deadlines
• Knowledge of record management best practices and procedures
• Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products. Exceptional organizational skills, ability to manage multiple concurrent tasks.
• Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals.

SKILLS/ABILITIES

• Strategic Critical Thinking – Synthesize complex data sets, policies, and stakeholder inputs to develop innovative, actionable solutions and forward-looking recommendations that drive mission success.
• Executive-Level Interpersonal Skills – Communicate with clarity, diplomacy, and influence across diverse audiences, including senior leadership, clients, and cross-functional partners, fostering strong professional relationships.
• Enterprise Collaboration – Lead and contribute to high-performing teams, partnering seamlessly with internal staff, clients, customers, and contractors to achieve strategic objectives and deliver measurable results.
• Advanced Organizational Leadership – Orchestrate competing priorities with precision, leveraging strong planning and execution capabilities to maximize operational effectiveness in the role of Senior Contract Specialist.
• Adaptive Agility – Navigate ambiguity and shifting priorities with resilience, proactively adjusting strategies and maintaining performance in dynamic, high-pressure environments.
• Results-Driven Initiative – Demonstrate a strong sense of ownership and accountability, consistently driving high-quality outcomes while advancing the Aleut Federal mission of shareholder value, client excellence, and community impact.

Aleut offers the following benefits to eligible employees:
• Health insurance
• Dental/Vision insurance
• Paid Time Off
• Short- and Long-Term Disability
• Life insurance
• 401k and match

Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

#AGS

#ZR

Equal employment opportunity, including veterans and individuals with disabilities.

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