Ethics Program Analyst - Axle

Bethesda, MD

About the Job

(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.

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

Source : Axle