Ethics Analyst Jobs

Position Objective: To provide services and deliverables through performance of support services as an Ethics Analyst for the National Heart, Lung, and Blood Institute (NHLBI). The Ethics Analyst shall provide support services to the NHLBI Ethics Office, which manages many diverse mission support areas for the Institute including Ethics management, Emergency Planning/Continuity of Operations (COOP) and Property Oversight. The Ethics team supports the NHLBI mission by providing leadership and guidance on conflict of interest issues for employees and the advisory committees that serve NHLBI. They do so by: administering the filing and certification of public and confidential financial disclosure reports; managing the filing and approval process for outside employment activities, sponsored travel, and awards; managing the ethics clearance for NHLBI staff participation on clinical protocols; responding to inquiries relative to conflict of interests, acceptable gifts and post-employment restrictions; and coordinating ethics training programs for NHLBI staff.

Duties and Responsibilities:

• Compose standard email notices and responses that are logical, clear, and timely.
• Receive visitors, answer the main office phone line, and check voice messages. Ascertain the nature of the request and direct callers to appropriate staff, or personally provide information on a routine or procedural matter.
• Disseminate/deliver confidential or time-sensitive materials to intended recipients within specified timeframes and according to pre-established standards of quality.
• Adhere to established SOPs regarding the use of internal tracking spreadsheets and established internal naming nomenclature of electronic folders and files.
• Communication and Liaison Services - Receive, coordinate, prepare, and disseminate information provided by the Ethics Office to others within specified timeframes and according to pre-established standards of quality. These duties include:
• Ensure ethics files (hard copy and electronic) are logically organized, clearly labeled, and easily retrievable by all staff members.
• Serve as the Ethics Office Records Custodian and responsible for coordinating the annual purging of records in accordance with established SOPs for the proper disposition of records.
• Coordinate appointments, meetings, and calls for NHLBI Ethics Staff using Outlook calendar and meeting scheduler. Assist with scheduling meetings including finding appropriate meeting space, if needed.
• Work closely with the supervisor/Deputy Ethics Counselor to respond to frequent, routine ethics inquires.
• Primary responsibilities:
• Administrative Office Services - provide general administrative services to the Ethics Office which includes:
• Serve as the first-level point of contact for all incoming ethics requests and actions, entering, tracking, and close-out of employee ethics related requests using several ethics databases.
• Update staff at weekly office meetings, or more frequently if needed, on pending ethics actions, upcoming meetings, and deadline or any other relevant issues.
• Monitor the need for supplies for the office and prepare appropriate purchase orders if necessary. Utilize procurement request system in accordance with NHLBI practices and procedures to assists with ordering office supplies for staff and maintain shared office equipment and supplies (i.e., shared printer). Also assist staff in registering for trainings, if needed.
• Manage the workload distribution and assignments between ethics staff and assist with SOP maintenance and development.
• Document Management - Ensures Ethics Office employee records are maintained in accordance with applicable systems of record and records retention schedules, ensuring accurate and up-to-date employee data. These duties include:
• Acknowledge phone/email inquiries within 24 hours or an out-of-office message is in place.
• Maintain ethics databases (EMIS, NEES) in accordance with NIH policy. Ensure ethics actions are accurately reflected and mirror the employee's ethics file.

Basic Qualifications:

• Minimum of three (3) years of related experience
• Bachelor’s degree or equivalent in related field. Four (4) years of specialized experience plus a High School diploma is equivalent to a BA/BS degree
• Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint) as well as SharePoint

Minimum Qualifications:

• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
• Ability to communicate effectively, orally and in writing, with non-technical and technical staff