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

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) Office of Chief Counsel in Oak Ridge.

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

1. Legal Instruments Examination
   • Responsible for the administration of subject inventions for OCC (including classified inventions). Notifies contractors of their intellectual property obligations for reporting inventions, timeliness requirements, and OCC procedures; prepares and provides contractors with the essential legal documents (including confirmatory licenses) and assistance to fulfill their legal obligations and answers inquiries relating to such legal documents and obligations.
   • Performs DOE patent clearance on all contracts assigned to ORO. As the releasing authority for ORO, provides 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.
   • Prepares and files legal documents related to subject inventions and Government-owned inventions, such as confirmatory licenses, patent applications, information disclosure statements, declarations, powers of attorney, and responses to patent office communications, in the U.S. Patent and Trademark Office (PTO).
   • Reviews and processes incoming patent waivers and copyright requests and notifies contractors of DOE’s decision.
   • Administers and maintains all IP databases, including Sophia and iEdison, on behalf of ORO.

1. Legal Administration

• • Provides litigation and general support to attorneys as required in all administrative and judicial proceedings.
  • Assists attorney in pretrial and prehearing preparations by preparing, scheduling, reviewing, and organizing discovery; notifying, interviewing, and managing witnesses; and researching case law.
  • Gathers and organizes documents in preparation for testimony or submission of documents to the appropriate tribunal. Performs preliminary screening and substantive materials and separates materials into categories of importance. Annotates case files for missing information and inconsistent materials. Establishes and maintains 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, and justifying recommendations or conclusions.
  • Digests testimony and other materials to support the attorney’s case preparation. Draft motions, affidavits, and declarations for the attorney’s review and approval.

3. Other Duties

• • As needed, assists the Freedom of Information Act (FOIA) and Privacy Act (PA) Officer for the Oak Ridge Office of the DOE by performing a broad range of administrative and staff functions to assure compliance and other projects as assigned by the Chief Counsel, Oak Ridge Office, including review of documents and compilation and organization of records.

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.

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

• 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.

• 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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