Administrative Assistant II - DOE Office of Nuclear Physics

Aleut Federal; Germantown (MD); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental/Vision insurance

Paid Time Off

Short- and Long-Term Disability

Life insurance

401k and match

Job summary

Aleut Federal, an Alaskan Native-owned company, seeks an experienced Administrative Support professional to assist the U.S. Department of Energy, Office of Science, Office of Nuclear Physics. Key duties include policy implementation, procurement actions, file maintenance, and travel logistics. Strong communication and organization are essential to support executive leadership and on-site operations.

Qualifications

• High school diploma or GED required.
• Advanced education in Business Administration or a related field preferred.

Responsibilities

• Implement administrative policies.
• Manage office procurement actions.
• Maintain grant files, both electronic and hard copy.
• Draft and route correspondence and responses to actions related to procurement.
• Provide general administrative support (phones, mail, conference room keys, couriers).
• Support on-site meetings (logistics, equipment, visitors).
• Assist in travel arrangements, authorizations and vouchers as requested.
• Utilize Microsoft Office and DOE admin systems including PAMS.

Skills

Advanced thinking

Interpersonal skills

Project management

Detail oriented

Teamwork

Education

High school diploma

Advanced education in Business Administration or related field (preferred)

Tools

Microsoft Office Suite

PAMS

Document control systems

Job description

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 administrative services support associated with the U.S. Department of Energy, Office of Science, Office of Nuclear Physics.

ESSENTIAL JOB FUNCTIONS

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

• Implementation of administrative policies.
• Management of Office procurement actions.
• Maintaining complete and accurate electronic and hardcopy files on grants.
• Drafting and routing correspondence and responses to actions related to procurement actions, as needed.
• General Administrative support, including answering telephones, routing as necessary or taking telephone messages, picking up mail, conference room keys, Federal Express, and courier packages.
• Providing support for on-site meetings, including logistics, equipment, and visitors, as needed.
• Assisting in general support duties normally assigned to other staff in case of absence or other changes in office workload, including, but not limited to, phone conference setup and travel, including arrangements, authorizations, and vouchers, as requested by supervisor.
• Requires knowledge and use of Microsoft Office Suite and other Office of Science and DOE administrative systems, including PAMS.

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
• Advanced education in Business Administration or a related field is preferred

EXPERIENCE

• 3–5 years of administrative support experience, with a preference for supporting executive leadership teams
• Strong written and verbal communication abilities with a professional, polished style
• Proficient in computer systems, including Microsoft Office (Word, PowerPoint, Excel, Outlook), database tools, and document control systems
• Skilled at prioritizing tasks, managing multiple responsibilities, and meeting deadlines
• Familiar with standard office equipment such as fax machines, copiers, scanners, and shredders
• Outstanding interpersonal and communication skills
• Highly organized with strong attention to detail
• Capable of working effectively both independently and as part of a team

SKILLS/ABILITIES

• Advanced critical thinking and analytical skills, with the ability to evaluate complex information and develop strategic, solution-oriented recommendations
• Highly developed interpersonal and communication skills, fostering effective collaboration across diverse teams and organizational levels
• Demonstrated ability to build and maintain strong working relationships with internal stakeholders, clients, and external partners
• Exceptional organizational and project management capabilities, with a focus on prioritization, efficiency, and achieving high-impact outcomes
• Strong adaptability and resilience, effectively navigating shifting priorities and dynamic work environments
• Results-driven with a high level of initiative, accountability, and commitment to supporting organizational success

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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