Administrative Specialist II - DOE Office of Chief Counsel/Intellectual Property Law

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) Office of Chief Counsel in Oak Ridge.

ESSENTIAL JOB FUNCTIONS

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

1. General IPL Support
   • Broad range of administrative support services to the U.S. Department of Energy, Office of Science’s (SC) Intellectual Property Law (IPL), General Counsel.
   • Administrative duties as assigned in coordination with Federal administrative support personnel.
   • Provide travel coordination assistance, ANL gate passes (visitor pass) and assistance in Records Management activities and at times will be required to attend meetings.
   • Provide 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.
   • Maintenance of OCC Mail and File Room as needed in such a manner that confidential information in all formats is protected in accordance with both legal requirements and the profession’s ethical obligations.
   • Assist in Records Management activities and at times attend meetings.
   • Provide timely and accurate data entry, data analysis, retrieval, and word processing services. 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, Power Point, Access, etc.)
   • Prepare documents, presentations and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint and Excel
   • Coordinate, distribute and file copies of completed correspondence
   • Review files and records and prepare them for retirement/inactive storage
   • Maintain files and provide records management in accordance with DOE directives
   • Intellectual Property Docketing Support – Assist in the maintenance of 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; maintain proper and timely docketing of DOE owned intellectual property (e.g. patents, copyrights and trademarks) in Sophia & iEdison per IPL’s applicable procedures.
   • Perform DOE patent clearance. Provide advice and guidance to contractors on OCC contract and closeout procedures and release of scientific and technical information, and determines if all legal documents necessary to establish DOE’s rights in intellectual property have been submitted to and accepted by DOE; incumbent notifies the appropriate Contracting Liaison to authorize the final payment to contractors and authorizes the Office of Scientific and Technical Information (OSTI) to release the scientific and technical information to the public.
2. Program Analysis
   • Assist Federal staff in conducting studies and analysis to improve the effectiveness and efficiency of administrative operations
   • Identify actual or potential problems, trends, significant management or program deficiencies, and areas of imbalance
   • Recommend corrective measures/actions to Federal managers and supervisors
   • Evaluate current administrative practices and operating procedures to ensure new and changing requirements are met
   • Finalize reports related to the effectiveness of program activities
   • Maintain guidance and instructions for implementation of new administrative policies, procedures and regulations.
   • Maintain documentation regarding laboratory expenditures and funding transactions
3. Legal Administration
   • Review and process incoming patent waiver and copyright requests and notifies contractors of DOE’s decision.
   • Provide litigation and general support to attorneys as required in all administrative and judicial proceedings.
   • Assist attorneys in pretrial and prehearing preparations by preparing, scheduling, reviewing, and organizing discovery; notifying, interviewing, and managing witnesses and researching case law.
   • Gather and organize documents in preparation for testimony or submission of documents to the appropriate tribunal. Perform preliminary screening and substantive materials and separate materials into categories of importance. Annotate case files for missing information and inconsistent materials. Establish and maintain active litigation files containing pleadings, motions, orders, and general correspondence.
   • Perform legal research, as needed, for the purpose of preparing memoranda or other documents that analyze the factual and legal issues involved, explaining the application of general legal principles and precedents, justifying recommendations or conclusions.
   • Digest testimony and other materials to support attorney’s cast preparation. Draft motions, affidavits, and declarations for attorney’s review and approval.

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.

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