Ethics Program Analyst

Job Description: (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 EmployeesPaid Time Off and Paid Holidays401K match up to 5%Educational Benefits for Career GrowthEmployee Referral BonusFlexible 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. - DailyWork 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. - DailyWork 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 - WeeklyWork 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-HocWork 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-HocPerform 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 1Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities 2Maintain current knowledge of ethics statutes, regulations, legal decisions, policies and procedures and their relationship to the functions of the Office 3Use various tracking systems, e g, EMIS and NEES to routinely track ethics actions and to provide reports 4Assist 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 5Provides 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 conferenceManage Office documents, adhering to NIH policies for record retention and purgingAnswer inquiries and questions pertinent to submissions as well as general information regarding these mattersDevelop and update presentation and training materialsConduct analyses and prepare reports on ethics considerations; recommend policy or procedural changes as appropriateCompose standard email notices and responsesCommunicate with employees to explain Ethics information to employees and respond to Ethics questions and issuesPrepares, 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 ActivityRequests, through the NIH Enterprise Ethics System NEESAdhere to internal process for receipt and proper routing of formsHandle electronic and paper filing of all forms and documentsAssist in maintaining office records in both paper and electronic formAssists with analyzing, maintaining and updating ethnics database, website and filing system.Assist with maintaining the Ethics Management Information System EMISWork with staff to develop and maintain a system to analyze and monitor adherence to the Standards of EthicalConduct for Federal employees as well as Ethics policies, laws and regulations for NIHAssist with setting up and format spreadsheets to analyze informationGenerate various reports.Utilize Ethics Office databases and resources to develop and run reports to identify potential risks and to develop mitigation plansGenerate monthly reports for senior staff using protocol databaseAssist with the production of spreadsheets with information about lay and professional organizations that interact within NIH for OSPPAConducts first level review for all requests for outside and official duty activities.Review submitted documents request package for completeness and accuracyReview submission for Ethics compliance with governing statutes and regulationsReview documents for completeness and accuracy of submissionConduct initial technical and/or conflict reviews on the ethics documents and requestsMaintain the Ethics Management Information System EMIS and NIH Enterprise Ethics System NEES for employeesConduct first level review and analysis of all requests for outside and official duty activities, and other actions submitted for ethics review and clearanceSchedules 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 OfficeSchedule Ethics training sessions for employeesAttend and participate in meetings and training sessions for Ethics specialistsOrganize 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 officesManage 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 proceduresProvides 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 conferenceManage Office documents, adhering to NIH policies for record retention and purgingAnswer inquiries and questions pertinent to submissions as well as general information regarding these mattersDevelop and update presentation and training materialsConduct analyses and prepare reports on ethics considerations; recommend policy or procedural changes as appropriateCompose standard email notices and responsesCommunicate with employees to explain Ethics information to employees and respond to Ethics questions and issuesAnalyzes, maintains and updates ethnics database, website and filing system.Develop, implement and maintain accessible administrative filing systemsManage protocol database and generate weekly reports for senior staffMaintain accurate records of phone and e-mail communications with employees and office staff in resolving issues and problemsWork with staff to organize and maintain shared drive to maintain resources, SOPs, templates and final documentationWork with staff to update and develop materials and resources for the Office intranet websiteMaintain the internal Ethics Branch tracking systemProvides assistance with the review of conflict of interest statements.Works in collaboration with the Ethics Program Specialist and DECAnswer inquiries and questions pertinent to submissions as well as general information regarding these mattersIdentify potential conflicts of interest; determine resolution of conflicts of interestAnalyze background information; communicate with staff and/or employee to obtain background informationWork 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 holdingsWork 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 giftsAssists with developing the ethics Standard Operating Procedures (SOP) manual.Draft standard operating proceduresAssist 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 regulationsConducts first level review and analysis for all requests for outside and official duty activities.Review submitted documents request package for completeness and accuracyReview submission for Ethics compliance with governing statutes and regulationsReview documents for completeness and accuracy of submissionConduct initial technical and/or conflict reviews on the ethics documents and requestsMaintain the Ethics Management Information System EMIS and NIH Enterprise Ethics System NEES for employeesConduct first level review and analysis of all requests for outside and official duty activities, and other actions submitted for ethics review and clearanceCoordinates 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 OfficeSchedule Ethics training sessions for employeesAttend and participate in meetings and training sessions for Ethics specialistsManage 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 proceduresDevelops 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 regulationsProvide guidance and assistance in drafting administrative policies and proceduresWork with staff to translate requirements and directives into standard operating procedures SOPsEducates staff on new ethical policies and procedures.Communicate with employees regarding explanation of Ethics information to staff; respond to Ethics questions and issuesCommunicate with employees to explain Ethics information to employees and respond to Ethics questions and issuesEnsure the timely distribution of new or revised guidelines or explanations of ambiguous requirementsDisseminate information to staff summarizing regulations and information from the Office of Government Ethics or the HHS Office of the General Counsel, Ethics DivisionWork with staff on employee training requirements; notify new FTE hires of ethics orientation training requirementEnsure compliance and track for completionWork with staff in the tracking and completion of annual ethics trainingProvide 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 & LicensesJuris doctorate preferred or Master's degree in a related disciplineExpert knowledge of Federal Ethics laws and regulations. Field of StudyPublic PolicyPublic AdministrationBusiness Management and AdministrationGeneral BusinessHuman Resources and Personnel ManagementMiscellaneous Business Medical Administration SoftwareFellowship systemsSharePointEMISNEESQVRPowerPointExcelWebEx SkillsExpert 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, recruitingStrong communicatio