Project Manager (50197)

Position Objective: Provide services as a Project Manager (Records Management/Technology Transfer Agreements) in support of the overall functions of the Technology Transfer and Intellectual Property Office (TTIPO) within the National Institute of Allergy and Infectious Diseases (NIAID).

Duties and Responsibilities:

• Serve as Subject Matter Expert on records management for TTIPO and maintain legal and policy documents.
• Manage TTIPO Technology Transfer Record Management Project including Coordinate activities and communications with NIAID IT team who are building a NIAID technology transfer record management system;
• Work closely with the NIH enterprise technology transfer system (ETT) support team to coordinate NIAIDs access to records and documents in ETT;
• Address any issues related to the project with ETT support team as needed;
• Identify crucial issues and consult with TTIPO leadership on major decisions;
• Serve as a liaison to NIAID Division staff to ensure Divisions participation and collaboration in all aspects of the project;
• Coordinate activities and communications with other NIAID offices or programs;
• Update TTIPO leadership and/or TTIPO staff with project progress;
• Prepare communication materials; and
• Conduct other activities as requested.
• Create maintain and update the TTIPO records management procedures. Provide input and recommendations to improve TTIPO records management operation.
• Carry out the duties and responsibilities of TTIPO Records Custodian including attending Records Custodians meetings maintaining and updating TTIPOs file plans and reporting back to TTIPO leadership.
• Manage and respond to all data calls related to records management such as Continuity of Operations Risk Management Essential Record Inventory etc.
• Manage TTIPOs paper records in compliance with all NARA and NIH/NIAID guidelines including NIH Manual Chapter 1743.
• Obtain training and proficiency in databases and electronic systems used by TTIPO (including ETT NIAID technology transfer record management system Case Management System (CMS) SharePoint etc.).
• Conduct activities in accordance with applicable policy and TTIPO guidelines on Record Retention (Keep and Destroy) schedules for both electronic and hard copy records.
• Perform record disposition activities in ETT in compliance with all NARA and NIH/NIAID guidelines including NIH Manual Chapter 1743.
• Make and provide copies scan file and attach hard copies and electronic copies of documents to paper or electronic records.
• Assist with responding to Freedom of Information Act (FOIA) requests and review of records under Preservation. Alert appropriate staff of Preservation status.
• Maintain records management policy decisions.
• Provide a monthly report that summarizes records management activities initiated ongoing and completed during the month.
• Perform the role of TTIPOs Records Manager in the TTIPO Records Management Workflow System (RMWS) being built for NIAIDs technology transfer records management which will include the following responsibilities:
• Analyze NIAID records in ETT and in the RMWS to trigger timely exports or imports of data between the systems;
• Facilitate exports or imports of data between the systems;
• Prioritize records for review by TTIPO and Division staff based on record retention schedules and knowledge of technology transfer agreements;
• Initiate batch record review in RMWS by ensuring records are assigned to current TTIPO and Division staff for review;
• Review all documents associated with a record and select essential and necessary documents to attach to the workflow to enable efficient review;
• Troubleshoot and take the lead to resolve any issues with records that are not timely reviewed by responsible parties at various steps in the workflow;
• Closely review final disposition decisions in RMWS and perform necessary steps in ETT and in RMWS to ensure appropriate follow-through and record disposition.
• Represent TTIPO in NIH working groups or committees to plan records management strategy and process for NIAID and CDC records relating to patent management and licensing.
• Lead efforts within TTIPO to implement records management plans for patent and license related records.
• Conduct quality control for accuracy and completeness of NIAID and CDC data in ETT.
• Follow all TTIPO NIAID and NIH policies procedures and naming conventions for assigned work.
• Add data create records and perform analysis in ETT related to NIAID and CDC record review and quality control.
• Create maintain and update the TTIPO record review and quality control procedures.
• Create new contact organization agreement- and Intellectual Property-related records in various databases and electronic systems while ensuring data quality checks are performed.
• Assist with resolution of Contact and/or Organization data-entry issues in the ETT database.
• Access search enter and maintain data in TTIPO records databases and other electronic systems.
• Train other TTIPO staff on data entry quality control of data and other records management responsibilities.
• Review manipulate and transition data from existing databases like CMS RMWS and SharePoint to the ETT database.
• Run queries including an analysis of data and documents to generate routine and ad hoc reports related to TTIPO records including but not limited to EIRs/patents license agreements and transactional agreements.
• Generate internal memos that summarize data to inform decision making and to seek internal review and signature approval.
• Manage administration of agreements to provide more efficient timely technology transfer support to NIAID and CDC scientists.
• Provide accurate and timely verbal and written responses to inquiries regarding the status of technology transfer agreements.
• Conduct CRADA or Gift funds related activities for TTIPO including o Request Common Accounting Numbers (CANs);
• Coordinate activities with NIAID budget office administrative office and program staff to avail the funds to NIAID scientists;
• Monitor when fund payments are due and generate and send invoices to CRADA and Gift collaborators;
• Monitor upcoming expiration of CRADAs and Gifts and coordinate activities with TTIPO staff and administrative office to notify NIAID scientists about remaining agreement time and CAN balance.
• Monitor upcoming termination of CRADAs and Gifts coordinate discussions with TTIPO staff and NIAID scientists on remaining agreement time and CAN balance prepare letters to CRADA and Gift collaborators and if needed coordinate refund activities;
• Monitor CRADA and Gift amendments and their impacts on agreement time and communicate with NIAID budget office administrative office and program staff accurately and timely;
• Manage administration of funds including identifying payments that correspond to NIAID CRADA or Gifts when requested by NIH Office of Financial Management to provide more efficient timely support to NIAID scientists; and
• Provide accurate and timely verbal and written responses to inquiries regarding the status of funds. Add data create and maintain records including but not limited to receivable payment and other financial records and perform analysis in ETT related to NIAID CRADA or Gift funds.
• Create maintain and update the TTIPO CRADA or Gift funds procedures.
• Run queries including an analysis of data and documents to generate routine and ad hoc reports related to CRADA and Gift funds.
• Manage and respond to all data calls related to CRADA and Gift funds.
• Participate in Technology Transfer intranet and internet website maintenance and activities.

Basic Qualifications:

• BS or BA degree is required.
• At least 1 year of project management experience required.
• At least two (2) years of work experience in biomedical sciences that involved exposure to technology transfer agreements or two (2) years of experience in supporting negotiation of technology transfer agreements in support of biomedical sciences research in an organization is required.

Preferred Qualifications:

• MS MD or PhD is preferred.
• Record management experience in a Federal Government agency will be preferred.
• Ability to communicate effectively orally and in writing with non-technical and technical staff.
• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects

*This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required by this position.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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Qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.