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

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.

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.

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…