Job Description
POSITION OBJECTIVE: Conduct an 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 accreditation. Create new ethics folders for new employees, transferred employees, and SGEs
BASIC QUALIFICATIONS:
FIELD OF STUDY:
SKILLS (RANKED BY PRIORITY)
1. HCA Process, track, and validate data accurately and on time, following data processing and entry instructions
2. Perform data abstraction and data entry on several different protocols into multiple clinical research databases
3. Prepare, review, and submit clinical data to monitoring agencies
4. Writing skills, clinical research
5. Patient/Family education
6. Travel arrangements
7. Communications
8. Maintain client communication regarding data management project status and review key project questions with clients, working in a hospital setting
9. Screening
Scheduling
Possess proficiency with clinical databases and report tools
Recruitment
DELIVERABLES:
Work products and documents related to conducting an initial technical review of documents; obtain additional information from filer; crosscheck records to identify conflicts of interest; forward cleared reports to staff for final inspection and certification. - Daily
Work products and documents related to creating new ethics folders; create NIMHD ethics reports; email reminders to OGE 278T filers; conduct an initial review of ODAs for completeness of required information; follow up with employees to obtain missing data. - 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 a draft for Ethics Program Specialist and DEC review of =]-0p876u54321 1=-5431 QaZaT54R67U[-0P]\7other 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 an initial review of HHS 520s; run report of employees who must file HHS 521s; submit information to Ethics Program Specialist and DEC. Work products and documents related to the 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
STATEMENT OF WORK:
PROVIDES TECHNICAL EXPERIENCE 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
PREPARES, MANAGES, AND TRACKS THE 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 are not limited to, financial disclosures, Outside Activity Requests through the NIH Enterprise Ethics System NEES
· Use various tracking systems, e.g., EMIS, and NEES, to routinely track ethics actions and to provide reports
· Adhere to internal process for the 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 IN ANALYZING, MAINTAINING, AND UPDATING THE ETHICS DATABASE, WEBSITE, AND FILING SYSTEM.
· Assist with maintaining the Ethics Management Information System EMIS
· Gather and analyze information about processes and programs; prepare reports, letters, and other
· 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
· Maintain current knowledge of ethics statutes, regulations, legal decisions, policies, and procedures and their relationship to the functions of the Office
· Assist with setting up and formatting 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
· Use various tracking systems, e.g., EMIS, and NEES, to routinely track ethics actions and to provide reports
· Assist with the Coordination of 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
· 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 the 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
· 4Organize research activities and planned meetings or conferences of the same organizations; update and maintain a constituent list for use by the 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 crucial Ethics-related information, quarterly Lunch and Learn with Ethics presentations, and ongoing communications and updates as needed for changes to guide policies and or procedures
PROVIDES TECHNICAL EXPERTISE NEEDED TO DEVELOP AND MAINTAIN A SYSTEM TO ANALYZE AND MONITOR THE ORGANIZATION'S ADHERENCE TO 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 MAINTAIN, AND UPDATES ETHNICS DATABASE, WEBSITE, AND FILING SYSTEM.
· Manage protocol database and generate weekly reports for senior staff
· Maintain accurate records of phone and email communications with employees and office staff in resolving issues and problems
· Work with staff to organize and maintain a 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
· Develop, implement, and maintain accessible administrative filing systems
ASSISTS 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
· 2Identify potential conflicts of interest; determine the resolution of conflicts of interest
· Analyze background information; communicate with staff and or employees 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 OUTSIDE AND OFFICIAL DUTY ACTIVITIES REQUESTS.
· 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 a 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 crucial ethics-related information, quarterly Lunch and Learn with Ethics presentations and ongoing communications and updates as needed for changes to guide 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 the explanation of Ethics information to staff; respond to Ethics questions and issues
· 2Communicate 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
Company Description
Based in Northern Virginia, Discovery Support Services (DSS) helps organizations accomplish mission-critical work, providing varying levels of Human Capital support. Our dedicated team plays an integral role in supporting personnel management and actions from the creation of job announcements, recruitment, classification, background screening, interview, and onboarding assessment of organizational staff. Additionally, DSS offers technical recruiting expertise to both local and national clients and offers a full range of flexible solutions including direct placement hiring, temporary hiring, recruitment process outsourcing, contract, and contract-to-hire models.