Title of Position: Meetings and Exhibits Manager
Department: Meetings and Continuing Medical Education
Reports to: Assistant Director of Meetings
Date Updated: February 2017
FLSA Status: Exempt
The American Academy of Child and Adolescent Psychiatry (AACAP) Meetings Department plans meetings to educate its members and other physicians, including the Annual Meeting (4,000+ attendees including 90 exhibits), the Pediatric Psychopharmacology Update Institute (750+ attendees), the Hansen Annual Review Course (250 attendees), the Legislative Conference (200 attendees), and 50 small committee meetings (20 or fewer attendees).
The Meetings and Exhibits Manager works with the Assistant Director of Meetings, and Meetings Coordinator to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct responsibility for the Exhibit Hall portion of the Annual Meeting among other Annual Meeting projects, 2-3 of the mid-sized meetings.
The Meetings and Exhibits Manager is the Smooth Operator of the Meetings Department - personable and social; negotiates with ease; and makes every exhibitor feel like they're the most important company in the world. This position requires an individual that can stay cool under pressure, all while keeping up with correspondence and meeting deadlines.
- Continuous contact with AACAP members and a variety of suppliers, including the hotel, convention bureaus, exhibit decorators, tour companies, AV companies, caterers, entertainers, security, etc., regarding numerous aspects of preparation for the Annual Meeting.
- Responsible for all Exhibit Hall projects for all meetings, including: exhibit sales; Exhibit Hall and registration floorplan creation; ad sales; data tracking; sales reports; lead retrieval sales; management of pre-meeting mailing lists; generating new and repeat booth sales; collaborating with Development Department on exhibit/sponsor packages; analyzing, and learning from, exhibitor evaluation data; maintenance of decorator contract; exhibits-related publications and marketing; onsite Exhibit Hall management; setting up, testing, troubleshooting and maintaining exhibitor registration; assigning booth space; corresponding with exhibitors and decorator; signage; and coordinating shipments.
- Planning and execution of 2-3 mid-sized meetings, including: contract negotiation, logistical budgeting and planning, speaker management, educational material creation/editing, marketing, onsite management, bill reconciliation, and post-event reporting.
- Serves as backup to the Meetings Coordinator for departmental administrative responsibilities, including answering meetings email inbox and phone line.
- Serves as an administrative liaison to several committees with responsibilities including written and oral communications with committee members; detailed minute-taking to create meeting minutes and communication to staff about action items; and active meeting and/or conference call participation.
- Always ready to jump in and help with other duties as assigned.
- Positive, hard-working attitude.
- Exceptional project management and customer service.
- Advanced knowledge of how hotels function, meeting room arrangements/set-ups, food and beverage, when and how to obtain supplier services such as audiovisual, shipping, etc.
- Strong budgeting skills with the ability to fairly and firmly negotiate with vendors.
- Excellent computer skills, especially in Microsoft Office. Experience with iMis, The Conference Exchange, Photoshop, InDesign, and/or Adobe Acrobat a plus.
- Excellent oral, written, and interpersonal communication skills, with special attention to an understanding of written contracts and agreements, writing promotional copy, and detailed editing of educational publications.
- Must be organized, detail-oriented, and able to plan ahead to meet deadlines, able to manage multiple tasks in a fast-paced environment, and possess excellent time management and prioritization skills.
- Ability to problem-solve and make on-the-spot decisions.
- Ability to develop and execute sales and marketing strategy.
- Ability to professionally represent the association.
- Scientifically-inclined a plus, but if not, a willingness and enthusiasm to learn about the field of children's mental health.
- Bachelor's Degree required, preferably in hospitality, marketing, or communications.
- CMP and/or CEM preferred, but not required.
- Demonstrated superior customer service.
- Minimum five years meeting planning and/or special events planning experience required. Nonprofit association and medical/scientific association experience a plus.
- Exhibit hall management and/or sales experience preferred.
- Publications and/or marketing experience preferred.
- Must be able to travel an aggregate of approximately 3 weeks per year, including some weekends.
Title: Education Program Manager
Department: Meetings and Continuing Medical Education
Reports to: Deputy Director of Education and Recertification
Date Updated: March 2017
FLSA Status: Exempt
Summary Description: The Education Program Manager is responsible for managing the development, design, and delivery of live educational programing as well as online educational products.
The Education Program Manager serves as the product manager for the development of an initial line of online education offerings developed from audio and video captured from the live presentation of education programs as well as other existing educational resources. These responsibilities include working with AACAP education staff and volunteers to determine which program content to convert into online education products, developing a template for this line of products, scoping the conversion process (timeline and costs), and managing the overall process of configuring the converted content into online education offerings to be presented and delivered through a Web-based learning management system. It also includes preparing marketing materials for each new product. The Education Program Manager staffs the Emergency Psychiatry Committee, Infant and Preschool Committee, and assists in the management of the Continuing Medical Education Committee.
DUTIES AND RESPONSIBILITIES
- Assume responsibility for managing the development and delivery of AACAP educational programming.
- Work with subject matter experts to produce all supplementary materials (Institute Notebooks) for AACAP live and online meetings, including coordinating member input and editing for consistency and formatting.
- Manage the process of the Annual Meeting Institute question writing including forming the teams of committee members, providing instructions on question writing, providing the speaker slide materials to write questions, uploading the questions into the database, drafting member emails, executing pre- and post-tests, tabulating results for the evaluation notebook.
- Lead the Department in organizing, tabulating, analyzing, and distributing evaluations from all of AACAP's educational activities to presenters and AACAP staff.
- Manage the ongoing tasks of the CME Committee, including creating agendas, minutes, and reports; scheduling and participating in conference calls; communicating with other staff members about overlaps in committee projects and goals; advise members on AACAP policies and functions.
- Be a representative of AACAP to its members, prospective members, and other stakeholders, able to explain our products and services and articulate our mission. This includes acting as an expert on the Accreditation Council for Continuing Medical Education (ACCME)'s Essential Areas and Elements, Criteria for Accreditation, and Standards for Commercial Support.
- Manage specific aspects as assigned with the ACCME's reaccreditation process when applicable. This involves detailed knowledge of all of AACAP's CME activities and ACCME's accreditation criteria, and is a critical element to AACAP's mission.
- Manage stakeholder expectations and ensure the work done matches or exceeds those expectations.
- Work with AACAP staff, volunteers, and contractors to complete tasks according to the project schedule. Clearly communicate issues and challenges that may affect the schedule.
- Respond to member requests for information related to online educational offerings, CME certificate tracking, and Journal CME.
- Keeps abreast of CME trends in the industry and shares with other department members.
- Manage the process of monitoring speaker disclosure violations and bias/conflict of interest issues for CME activities, and advise the CME Committee's Subcommittee on Comment Review on these issues. Work with the CME Committee to resolve these issues, including contacting individual speakers and providing feedback and instruction.
- Help develop/refine AACAP's methodologies and processes. Develop documentation to support internal processes and aid volunteers in understanding the approach.
- Assume lead responsibility for managing the development and delivery of AACAP online education offerings as guided by various AACAP Committees, but especially the new Task Force on CAP Collection.
- Identify new opportunities for converting content captured from live educational programming into online education products.
- Identify new opportunities for enhancing the converted content to increase its value to learners (e.g., through the addition of downloadable resources, assessments, opportunities for interaction).
- Create documentation (project plans, design documents, meeting minutes, etc.).
- Communicate in a timely, consistent manner with volunteers and other stakeholders.
- Analyze usage/outcomes, including financial implications, of the new online educational products to determine their sustainability.
- Configure educational content in AACAP's learning management system in a coherent, creative, and effective way.
- Consistently adhere to AACAP brand and style guidelines.
- Proactively communicate with all stakeholders any challenges that may affect deliverables.
- Be responsive to projects with a wide range of budgetary and technical needs.
- Work with the Communications Department to coordinate and execute the marketing plan for this line of products.
- Staff the Emergency Psychiatry Committee and the Infant and Preschool Committee, including creating agendas, minutes, and reports; scheduling and participating in conference calls; monitoring list servs, communicating with other staff members about overlaps in committee projects and goals; advise members on AACAP policies and functions.
- Be the lead person coordinating Journal CME, including the interface with the journal office, choosing the pairs of question writers for journal CME activities, and managing the manuscript review CME process of issuing quarterly CME certificates.
- Minimum 5 years' experience in managing/supporting the development of educational programming (live and online); specifically CME programs strongly preferred
- Strong technical aptitude, including a high level of comfort and familiarity with Web-based technologies in general, and ideally, with specific online education technologies (e.g., Webinar platforms, learning management systems)
- Command of Word, Excel, Outlook, PowerPoint, and Adobe Acrobat
- Strong communication, writing, and organizational skills
- Ability to work effectively as a team member and manager of complex projects
- Ability to work in a changing environment, manage multiple projects, and prioritize competing requests
- Experience budgeting for projects
- Ability to facilitate group meetings and work directly with volunteer subject matter experts
- General knowledge of adult learning theory and educational technologies and the desire to keep current with new trends in adult learning theory and online learning
- Work experience in and/or knowledge of the association sector preferred
Job Title: Director of Development
Reports to: Executive Director
Supervises: Development Coordinator
Date Updated: February 2017
The Director of Development is responsible designing, implementing, monitoring, and evaluating fundraising and development activities through that reflect and support the mission and priorities of the American Academy of Child and Adolescent Psychiatry (AACAP) with a focus towards corporate and major gifts, and individual giving.
Duties and Responsibilities:
- Set goals and corresponding strategies for the Development team to achieve on annual basis that support AACAP's priorities;
- Cultivate donations to the Campaign for America's Kids (CFAK), AACAP's primary fundraising vehicle;
- Encourage member participation in the 1953 Society;
- Collaborate with the Development Committee to develop fund raising goals for the Campaign for America's Kids (CFAK) and other Development Committee initiatives;
- Oversee all administrative aspects pertaining to development including, execution and record keeping of LOA's and management of accurate records including donor acknowledgment and donor cultivation.
- Ensure payments are received and filed in accordance with AACAP guidelines;
- Oversee correspondence for all donations, including writing and sending thank you letters and other notes of acknowledgement on behalf of the AACAP President;
- Provide the Meetings and CME department with appropriate materials to support AACAP's ACCME Certification Purposes;
- Solicit sponsorship for all AACAP Meetings, including the Annual Meeting, January Psychopharmacology Update Institute, and Hansen Review Course;
- Oversee the Corporate Roundtable with the Biomedical Industry and other sponsors at least annually and more often as necessary;
- Manage donor recognition events at the Annual Meeting;
- Work with AACAP's leadership to identify giving opportunities with the membership and their contacts;
- Work with Finance to oversee the growth and maintenance of the Endowment Fund and planned giving;
- Work collaboratively with AACAP departments and committees in developing fundraising plans for specific projects, including the Life Members Fund;
- Manage the End of the Year appeal;
- Collaborate with the Communications Department on the development of the Annual Report, including a plan for how to distribute the report to donors;
- Use directories, online services, trade publications, and other sources to research potential donors and funding sources;
- Oversee participation in the Combined Federal Campaign (CFC);
- Correspond with funders and potential funders to ensure lasting relationship and continued communication;
- Oversee the planning and implementation of special donor or fundraising events, including Break the Cycle;
- Oversee production of written materials/brochures related to development efforts such as the Campaign for America's Kids (CFAK), including writing articles for AACAPNews;
- Develop donor recognition activities and tools;
- Serve as the staff liaison to the Development Committee and the Gifts and Endowments Committee;
- Conduct staff quarterly review of all special funds and report findings back to the Gifts and Endowments Committee;
- Review monthly Treasurer's Reports and communicate any questions and/or discrepancies to the Finance Department; and
- Any other duties, as assigned.
- Bachelor's degree required, Master's degree preferred;
- A minimum of seven years of experience as a development professional, with emphasis on major gift solicitations, corporate sponsorships, and individual giving;
- A minimum of three years of management level experience in a non-profit development department;
- A solid understanding of the functional operations of medical organizations;
- Working knowledge of fundraising concepts, proposal writing, and donor software and reporting, including peer-to-peer fundraising software;
- Proven track record of success in fundraising;
- Experience with corporate, major gifts, and direct mail solicitation;
- Extensive experience interacting with high level contacts, including board members and corporate representatives;
- Experience coordinating and educating volunteers in fundraising activities;
- Knowledge of fundraising regulations and fund accounting;
- Exceptional verbal, written, and interpersonal skills;
- Excellent organizational skills with attention to detail; and
- Ability to multitask with enthusiasm and a collaborative spirit.