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Ethics Program Analyst

Bethesda, MD

(ID: 2024-4931)


Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).


Axle is seeking a Ethics Program Analyst to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute on Minority Health and Health Disparities (NIMHD) located in Bethesda, MD.


Benefits We Offer:

  • 100% Medical, Dental & Vision Coverage for Employees
  • Paid Time Off and Paid Holidays
  • 401K match up to 5%
  • Educational Benefits for Career Growth
  • Employee Referral Bonus
  • Flexible Spending Accounts:
    • Healthcare (FSA)
    • Parking Reimbursement Account (PRK)
    • Dependent Care Assistant Program (DCAP)
    • Transportation Reimbursement Account (TRN)

Overall Position Summary and Objectives

​Conduct initial technical review of financial disclosure reports from staff and Special Government Employees (SGEs) for conflicts of interest; obtain additional information from filer or Committee Management Office (CMO) for clarification and determination of report status. Crosscheck all financial disclosure reports against previously filed reports, SAO lists, HHS-717-1, HHS 520s, HHS 521s and employee's EMIS file to identify conflicts of interest; forward cleared reports to Ethics Program Specialist/Deputy Ethics Counselor (DEC) for final review and certification. Update employees' EMIS files with data about financial disclosure reports after certification. Create new ethics folders for new employees, transferred employees and SGEs

 


Deliverables:

 

  • ​Work products and documents related to conducting initial technical review of documents; obtain additional information from filer; crosscheck documents to identify conflicts of interest; forward cleared reports to staff for final review and certification. - Daily
  • Work products and documents related to creating new ethics folders; create NIMHD ethics reports; email reminders to OGE 278T filers; conduct initial review of ODAs for completeness of required information; follow up with employee to obtain missing information. - Daily
  • Work products and documents related to submitting completed package to Ethics Program Specialist and DEC for review and approval; upload all approved ODAs into EMIS; prepare draft for Ethics Program Specialist and DEC review of ODA requests; upload into EMIS and send final package to NEO Action Coordinator - Weekly
  • Work products and documents related to the development of WAGs and issues related to gifts, awards, honorary degrees, Hatch Act violations, and other Federal ethics law matters for Top 5 and other staff. - Ad-Hoc
  • Work products and documents related to response to ethics-related data calls. Work products and documents related to conducting initial review of HHS 520s; run report of employees who must file HHS 521s; submit report to Ethics Program Specialist and DEC. Work products and documents related to research of ethics topics; provide documentation for specific regulations. Work products and documents related to materials for presentation at All Staff Meeting. Work products and documents related to ethics clearance for the Advisory Council and SGEs. - Ad-Hoc
  • Perform customer service to NIMHD staff. - Daily

 

Work Details:

 

  • Use various tracking systems, e g, EMIS and NEES to routinely track ethics actions and to provide reports 1
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities 2
  • Maintain current knowledge of ethics statutes, regulations, legal decisions, policies and procedures and their relationship to the functions of the Office 3
  • Use various tracking systems, e g, EMIS and NEES to routinely track ethics actions and to provide reports 4
  • Assist with the Coordination the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, training requests, individual and mass mailings, correspondence, reports and various forms 5
  • Provides technical experience needed to assist with developing and maintaining a system to analyze and monitor the organization's adherence to the standards of ethical conduct, policies and laws.
  • Work with staff to prepare for program audit of ethics policies, procedures and implementation of the relevant regulations; update electronic and paper files; complete pre-audit questionnaires in preparation for entrance conference
  • Manage Office documents, adhering to NIH policies for record retention and purging
  • Answer inquiries and questions pertinent to submissions as well as general information regarding these matters
  • Develop and update presentation and training materials
  • Conduct analyses and prepare reports on ethics considerations; recommend policy or procedural changes as appropriate
  • Compose standard email notices and responses
  • Communicate with employees to explain Ethics information to employees and respond to Ethics questions and issues
  • Prepares, manages and tracks flow of various documents submitted for ethics review.
  • Manage internal process on incoming Sponsored Travel Official Duty Activities, Protocols and form HHS-717,
  • Confidential Report of Financial Interests in Substantially Affected Organizations for Employees of the NIH:
  • Work with staff to review other ethics actions to include, but not limited to, financial disclosures, Outside Activity
  • Requests, through the NIH Enterprise Ethics System NEES
  • Adhere to internal process for receipt and proper routing of forms
  • Handle electronic and paper filing of all forms and documents
  • Assist in maintaining office records in both paper and electronic form
  • Assists with analyzing, maintaining and updating ethnics database, website and filing system.
  • Assist with maintaining the Ethics Management Information System EMIS
  • Work with staff to develop and maintain a system to analyze and monitor adherence to the Standards of Ethical
  • Conduct for Federal employees as well as Ethics policies, laws and regulations for NIH
  • Assist with setting up and format spreadsheets to analyze information
  • Generate various reports.
  • Utilize Ethics Office databases and resources to develop and run reports to identify potential risks and to develop mitigation plans
  • Generate monthly reports for senior staff using protocol database
  • Assist with the production of spreadsheets with information about lay and professional organizations that interact within NIH for OSPPA
  • Conducts first level review for all requests for outside and official duty activities.
  • Review submitted documents request package for completeness and accuracy
  • Review submission for Ethics compliance with governing statutes and regulations
  • Review documents for completeness and accuracy of submission
  • Conduct initial technical and/or conflict reviews on the ethics documents and requests
  • Maintain the Ethics Management Information System EMIS and NIH Enterprise Ethics System NEES for employees
  • Conduct first level review and analysis of all requests for outside and official duty activities, and other actions submitted for ethics review and clearance
  • Schedules ethics training sessions and other activities for staff.
  • Maintain current knowledge of ethics statutes, regulations, legal decisions, policies and procedures and their relationship to the functions of the Office
  • Schedule Ethics training sessions for employees
  • Attend and participate in meetings and training sessions for Ethics specialists
  • Organize research activities and planned meetings or conferences of the same organizations; update and maintain a constituent list for use by Office of the Director, OSPPA staff and other NIH offices
  • Manage orientation training for Ethics-related matters for new Program Support Staff, including initial contact email with links to important Ethics-related information, quarterly Lunch and Learn with Ethics presentations, and ongoing communications and updates as needed for changes to guidance policies and/or procedures
  • Provides technical expertise needed to develop and maintain a system to analyze and monitor the organization's adherence to the standards of ethical conduct, policies and laws.
  • Work with staff to prepare for program audit of ethics policies, procedures and implementation of the relevant regulations; update electronic and paper files; complete pre-audit questionnaires in preparation for entrance conference
  • Manage Office documents, adhering to NIH policies for record retention and purging
  • Answer inquiries and questions pertinent to submissions as well as general information regarding these matters
  • Develop and update presentation and training materials
  • Conduct analyses and prepare reports on ethics considerations; recommend policy or procedural changes as appropriate
  • Compose standard email notices and responses
  • Communicate with employees to explain Ethics information to employees and respond to Ethics questions and issues
  • Analyzes, maintains and updates ethnics database, website and filing system.
  • Develop, implement and maintain accessible administrative filing systems
  • Manage protocol database and generate weekly reports for senior staff
  • Maintain accurate records of phone and e-mail communications with employees and office staff in resolving issues and problems
  • Work with staff to organize and maintain shared drive to maintain resources, SOPs, templates and final documentation
  • Work with staff to update and develop materials and resources for the Office intranet website
  • Maintain the internal Ethics Branch tracking system
  • Provides assistance with the review of conflict of interest statements.
  • Works in collaboration with the Ethics Program Specialist and DEC
  • Answer inquiries and questions pertinent to submissions as well as general information regarding these matters
  • Identify potential conflicts of interest; determine resolution of conflicts of interest
  • Analyze background information; communicate with staff and/or employee to obtain background information
  • Work with staff to research situations regarding conflict of interest situations concerning research and collaborative endeavors with private industry, conflicts concerning prior employment ties to academic institutions and private entities, and the disposal of financial holdings
  • Work with staff to provide technical and conflict of interest review on a variety of ethics actions including financial disclosure reports, requests for personal outside activities and official duty activities with outside organizations, board service, recusals, authorizations, and gifts
  • Assists with developing the ethics Standard Operating Procedures (SOP) manual.
  • Draft standard operating procedures
  • Assist with the generation of work products and documents related to creating and maintaining an internal system to analyze and monitor adherence to the Standards of Ethical Conduct for Federal employees as well as Ethics policies, laws and regulations
  • Conducts first level review and analysis for all requests for outside and official duty activities.
  • Review submitted documents request package for completeness and accuracy
  • Review submission for Ethics compliance with governing statutes and regulations
  • Review documents for completeness and accuracy of submission
  • Conduct initial technical and/or conflict reviews on the ethics documents and requests
  • Maintain the Ethics Management Information System EMIS and NIH Enterprise Ethics System NEES for employees
  • Conduct first level review and analysis of all requests for outside and official duty activities, and other actions submitted for ethics review and clearance
  • Coordinates and monitors the planning of ethics training activities.
  • Maintain current knowledge of ethics statutes, regulations, legal decisions, policies and procedures and their relationship to the functions of the Office
  • Schedule Ethics training sessions for employees
  • Attend and participate in meetings and training sessions for Ethics specialists
  • Manage orientation training for Ethics-related matters for new Program Support Staff, including initial contact email with links to important Ethics-related information, quarterly Lunch and Learn with Ethics presentations, and ongoing communications and updates as needed for changes to guidance policies and/or procedures
  • Develops the ethics Standard Operating Procedures (SOP) manual.
  • Generate work products and documents related to creating and maintaining an internal system to analyze and monitor adherence to the Standards of Ethical Conduct for Federal employees as well as Ethics policies, laws and regulations
  • Provide guidance and assistance in drafting administrative policies and procedures
  • Work with staff to translate requirements and directives into standard operating procedures SOPs
  • Educates staff on new ethical policies and procedures.
  • Communicate with employees regarding explanation of Ethics information to staff; respond to Ethics questions and issues
  • Communicate with employees to explain Ethics information to employees and respond to Ethics questions and issues
  • Ensure the timely distribution of new or revised guidelines or explanations of ambiguous requirements
  • Disseminate information to staff summarizing regulations and information from the Office of Government Ethics or the HHS Office of the General Counsel, Ethics Division
  • Work with staff on employee training requirements; notify new FTE hires of ethics orientation training requirement
  • Ensure compliance and track for completion
  • Work with staff in the tracking and completion of annual ethics training
  • Provide guidance to office staff on administrative policies and procedures

 


1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked



Minimum Education

Associate


Additional Qualifications:

 

Certifications & Licenses
  • Juris doctorate preferred or Master’s degree in a related discipline
  • Expert knowledge of Federal Ethics laws and regulations.

Field of Study
  • Public Policy
  • Public Administration
  • Business Management and Administration
  • General Business
  • Human Resources and Personnel Management
  • Miscellaneous Business Medical Administration

Software
  • Fellowship systems
  • SharePoint
  • EMIS
  • NEES
  • QVR
  • PowerPoint
  • Excel
  • WebEx

Skills
  • Expert knowledge of DHHS and NIH Ethics program policies, guidelines and procedures pertinent to outside activities, official duties, financial disclosures, conflicts of interest review of protocols, sponsored travel, awards, honorary degrees, gifts and WAGs.
  • Employment Law, career counseling, conflict resolution, alternative dispute resolution, organizational development, talent analytics, recruiting
  • Strong communications skills, both oral and written
  • Excellent analytical, organizational and time management skills
  • Position classification
  • Title 42 appointments

 


Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.


The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

#INDPSD

Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com

Salary Range

$65,000 - $80,000 USD

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