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

Aleut Career•Batavia, IL

20h•Onsite

About The Position

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.

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.
Expert knowledge and support in complex docketing under the supervision of an IPL patent attorney.

Responsibilities

Perform administrative duties as assigned in coordination with Federal administrative support personnel.
Provide accurate data entry and retrieval.
Coordinate, distribute, and file correspondence.
Answer phones.
Maintain files in accordance with DOE directives.
Provide timely mail distribution and shipping services as needed.
Provide travel coordination assistance.
Assist in Records Management activities.
Attend meetings as required.
Fulfill other data entry, administrative services, and records management duties as assigned.
Provide timely and accurate data entry, data analysis, retrieval, and word processing services using software including 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.).
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.
Maintain 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 per IPL’s applicable procedures.
Assist staff to ensure timely action on all docketing.
Assist in conducting studies and analyses 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 the implementation of new administrative policies, procedures, and regulations.
Maintain documentation regarding laboratory expenditures and funding transactions.