Administrative Specialist II: DOE Facilities and Project Division

Aleut Career•Germantown, MD

About The Position

The contractor will be responsible for processing and providing administrative support services to the Director, Facilities, Operations, and Projects division (FOPD) as well as supporting administrative tasks for the Research division and FES Associate Director on an ad hoc basis. The duties require a high level of proficiency in time management and coordination of multiple tasks.

Requirements

High school diploma or GED is required.
2-3 years of relevant Administrative Support.
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.
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.

Nice To Haves

An associate's degree is preferred.
Experience in supporting a team of Executive Leadership is preferred.
Knowledge of, or training in, other Office of Science and DOE information systems (e.g., FTMS, SMART, ATTAPs)

Responsibilities

Managing FOPD Director Outlook calendar (e.g., scheduling Outlook meetings, accepting meeting requests on behalf of Director, confirming FOPD Director availability, leave and travel), including interactions with high-level DOE federal and laboratory senior management, and international partners.
Implementing administrative duties consistent with SC policies and practices.
Ensuring FOPD enters pay period time and leave in the Automated Time, Attendance and Production System (ATAAPS) for FOPD time and attendance, and verifying all approved leave is properly entered and accounted for, and requesting certification from the FOPD Director.
Preparing and routing correspondence as requested by the FOPD Director or FOPD staff, and when required, entering all formal correspondence packages into the Science Management Action and Record Tracking (SMART) system for tracking and processing correspondence status through the SMART system.
Coordinating and scheduling Zoom and Teams tele-videoconferencing meeting requests, including the need to coordinate with other DOE or other governmental organizations and international partners.
Preparing (domestic and international) travel authorizations and vouchers in the Concur travel management software system for the FOPD Director and FOPD staff.
Preparing and monitoring international travel requirements through the DOE Foreign Travel Management System (FTMS), including resolving travel issues as needed and closing out trips in FTMS when completed.
Ensuring international travel documents are completed, including requests for visas, passports, and international IT equipment for the FOPD Director or FOPD staff when requested.
Maintaining and utilizing the FOPD filing system to permit access, storage, and/or retrieval of records/files from the SC electronic file system, and navigating the SC/FES SharePoint portals to add, delete, and update information.
Picking up mail, conference room keys, Federal Express, and courier packages.
Answering telephone calls to the FOPD Director and taking messages.