Administrative Specialist II: DOE Facilities and Project Division

Aleut Federal; Germantown (MD); On-site; USD 42,000 - 58,000; 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 in Germantown, MD is seeking an administrative professional to support the Director of the Facilities, Operations, and Projects division with multitask coordination and high-level time management. You will also assist the Research division and FES Associate Director on an as-needed basis.

The role requires proficiency in Microsoft Office and familiarity with DOE information systems, with responsibilities spanning scheduling, correspondence, travel, and record-keeping.

Qualifications

• High school diploma or GED required; associate's degree preferred.
• 2-3 years of admin support experience; strong MS Office skills.

Responsibilities

• Provide administrative support to the Director, Facilities, Operations, and Projects division.
• Manage calendars, scheduling, and coordination with senior management and international partners.
• Process travel authorizations and vouchers using Concur; manage ATAAPS time/leave entries.
• Prepare correspondence and route documents in SMART; coordinate Zoom/Teams meetings.
• Maintain SC/DOE records and navigate SharePoint portals; handle mail and reception duties.

Skills

Strategic thinking

Executive communication

Team collaboration

Organizational leadership

Adaptability

Proactivity

Education

High school diploma or GED

Associate's degree preferred

Tools

Microsoft Office Suite

FTMS

SMART

ATAAPS

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

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.

ESSENTIAL JOB FUNCTIONS

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

• The contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of Science, Office of Fusion Energy Sciences.
• 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.
• This position requires proficiency in Microsoft Office Suite and knowledge of, or training in, other Office of Science and DOE information systems (e.g., FTMS, SMART, ATTAPs)

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 is required.
• An associate's degree is preferred.

EXPERIENCE

• 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.

SKILLS/ABILITIES

• 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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