AACAP offers great benefits and provides a congenial working atmosphere, good healthcare benefits, and a convenient location in the Cathedral area of Northwest Washington, DC.. Please submit your resume stating desired salary to jobs@aacap.org. Resumes without salary requirements will not be considered.

Or mail to:
AACAP, Attn: Human Resources,
3615 Wisconsin Avenue NW,
Washington, DC 20016.

NO PHONE CALLS PLEASE.


Title of Position: AACAP Executive Office Manager
Department: Executive
Reports To: Executive Director
Supervises: Executive Office Coordinator
Date Updated: January 2016
FLSA Status: Exempt

SUMMARY DESCRIPTION

The AACAP Executive Office Manager manages the operations of the Executive Office and the affairs of the Executive Committee, Council, Assembly Executive Committee, and Assembly of Regional Organizations. Additionally, the Executive Office Manager oversees the administrative processes of approximately 65 committees (e.g., appointments/reappointments, chair manual, annual reports), and liaises with the AACAP Nominating Committee, Policy Statement Advisory Group, Bylaws Committee, Ethics Committee, Assembly components, and other committees as assigned. The Executive Office Manager oversees the relationships between AACAP and 61 regional organizations of child and adolescent psychiatry, manages the annual election of officers/Council, and supervises the Executive Office Coordinator.

DUTIES AND RESPONSIBILITIES

GENERAL

  • The AACAP Executive Office Manager reports directly to the Executive Director and supervises the Executive Office Coordinator.
  • Requires close interaction with the Executive Director, AACAP officers, Council/Board, and staff.
  • Manages the work and organization of the Executive Office, including maintaining the departmental task list, updating SOPs, and managing the calendar.
  • Develops or supervises the development of agendas, materials, and minutes for the Executive Committee and Council. Attends meetings as directed by the Executive Director.
  • Tracks completion of all Executive Committee and Council action items and follows up with staff regarding progress.
  • Drafts correspondence on behalf of the President, Executive Director, Assembly Chair, or Committee Chairs.
  • Works with the Executive Office Coordinator to maintain the President and President-Elect email accounts, including working with Executive Director and staff on appropriate responses.
  • Responds to telephone inquiries as needed.
  • Oversees production and coordination of President-Executive Director's Report (4 times per year).
  • Prepares annual departmental budget, including Executive Committee, Council, and Assembly of Regional Organizations.
  • Writes AACAP News articles and Journal announcements as needed.
  • Manages the annual AACAP election of Council/Executive Committee members, with oversight by the AACAP Secretary, including: working with the election company; communicating with candidates to get biographical information, disclosures, and photos; preparing related communication; and responding to member inquiries.
  • Sends requests for proposals (RFP) to election company vendors and prepare an analysis report to the Executive Director and Secretary.
  • Communicates with the Development Office in administering and selecting the Humanitarian Award.
  • Oversees the Executive Office Coordinator in internal and external distribution of incoming mail, distribution of Executive Director's reviewed work to staff, file maintenance, and duties related to the Executive Committee, Council, and committees.
  • Assumes any other duties as assigned by the Executive Director.

ASSEMBLY and REGIONAL ORGANIZATIONS

  • Serves as primary staff contact to the Assembly Executive Committee and Assembly of Regional Organizations. For these groups, manages communication, corresponds with members, serves as a resource, manages the listserv and works with the Information Systems and Web Services Department to manage the regional organization webpages.
  • Manages the relationships with over 60 regional organizations (RO) and AMPI, including: responding to all correspondence and phone calls, sending announcements of Assembly activities, updating and mailing Assembly meeting and registration materials, working with IT to set up registration for semi-annual Assembly meetings, RO officer updates in iMIS, and notifying IT of updates/changes to RO webpages.
  • Manages pre-, onsite, and post-meeting details for all Assembly meetings, working with the Meetings team to request appropriate space, audio-visual, room set-up, F&B, and special meeting needs.
  • Collaborates with Member Services and IT regarding the registration process for Assembly meetings, including development of materials, set up, communications, and advertising.
  • Collaborates with the Department of Government Affairs on all Assembly issues related to policy and advocacy, including the Advocacy and Collaboration Grants and maximizing regional organization participation in the Legislative Conference.
  • Oversees administration of the Catchers in the Rye Awards, including selection, communication, and acknowledgement.
  • Works with Member Services team on how best AACAP can meet the needs of ROs and vice versa.
  • Liaises with the Regional Organization Infrastructure Committee (ROIC) to assist struggling ROs and provides advice on revitalizing their infrastructure.
  • Liaises with Assembly committees and task forces to insure fulfillment of projects, including agendas, minutes, and upkeep of the Delegate Orientation Manual and development of the Regional Organization Manual.
  • Maintain RO officers and delegate information in the iMIS database. Sends updates to IT to revise RO webpages as directed by the ROs.
  • Oversees the selection of an ECP Assembly Representative and Assembly Resident Representative (each in alternate year).
  • Oversees the Assembly D&O insurance program.
  • Supports ROs in developing their Bylaws.
  • Supports regions that want to revise or start a RO or Chapter.
  • Oversees production of the Assembly newsletter and e-Assembly News (9-10 per year)
  • Writes agendas and minutes for monthly Assembly Executive Committee and semi-annual Assembly meetings, insuring that all action items are completed.

ANNUAL MEETING

  • Oversees and supervises invitations to VIPs to Annual Meeting including all special invitations and the President's Reception and oversees the tracking of responses for these events by the Executive Office Coordinator.
  • Directs the program portion of the Opening Plenary including stage set up, VIP coordination, onstage logistics, presentations, and operating equipment (when needed).
  • Manages areas of responsibility: Staff Office, Opening and Lawrence Stone Plenaries (non-set up logistics), Component Chairs Meeting, Executive Committee meetings, Council meetings, Business Meeting, Assembly of Regional Organizations meeting, Assembly Executive Committee meeting.

COMMITTEES

  • Oversees the work of the Executive Office Coordinator who oversees the coordinates the appointment/reappointment process of committee chairs and members and provides support to over 60 committees.
  • Serves as the liaison to the AACAP Nominating Committee that involves the utmost confidentiality. Provide current and historical information to the Committee as needed and maintain those historical files.
  • Serve as the liaison for the Ethics Committee and Bylaws Committee including working with the chairs to draft agendas, budgets, write minutes, and carry out "action" items as necessary. Attend all meetings and provide administrative support as needed.
  • Serves as the liaison for the Policy Statement Advisory Group (PSAG) including insuring the integrity of the policy approval process, working with the chairs on policy viability and response deadlines, disseminating to PSAG for review, communicating with policy authors, and acquiring Council approval. Maintains policy and procedures manual. Conducts a review of all policies every five years.

QUALIFICATIONS REQUIRED

  • Bachelor's degree required
  • Three to five years of office experience, preferably in a medical, mental health, or other non-profit association
  • Exceptional interpersonal skills, a team player attitude and customer service skills are required
  • Excellent written and verbal communication skills required
  • Trustworthy with impeccable professional ethics and high moral standards
  • Proven ability to handle confidential information with discretion
  • Excellent organizational skills and ability to multi-task
  • Supervisory experience
  • Project management skills
  • Proficiency in Microsoft Office required
  • Experience working with VIPs and/or membership organizations preferred
  • Database management experience preferred (iMIS)
  • Passionate about making a difference for children's mental health

Title of Position: State Advocacy & ROCAP Engagement Manager
Department: Government Affairs and Clinical Practice
Reports to: Director of Government Affairs and Clinical Practice
Date updated: 1/7/16
FLSA Status: Exempt

Summary description: Under the supervision of the Director of Government Affairs and Clinical Practice and in collaboration with related committees, the State Advocacy and ROCAP Engagement Manager manages grassroots initiatives on policy and regulatory issues affecting children with mental illnesses and child and adolescent psychiatry. This position develops advocacy strategies, oversees day-to-day operations of the grassroots initiatives, tracks and analyzes state legislation, coordinates efforts in the cities and states where active campaigns are launched, engages local AACAP chapters and the Assembly of Regional Organizations, and facilitates direct communications between allied mental health organizations.

Duties and responsibilities:

  1. In conjunction with Director of Government Affairs, develop and implement grassroots advocacy efforts for policy change.
  2. Educate members about grassroots advocacy strategies and techniques through advocacy trainings, the Legislative Conference, webinars, and Government Affairs exhibits and presentations at AACAP's Annual Meeting.
  3. Track and analyze new and pending state legislative bills in all 50 states and the District of Columbia that have potential impact on child and adolescent psychiatry. Identify stakeholders and their positions; maintain history on proposed legislation, legislators who support/oppose; and notification of hearings.
  4. Provide, at least, monthly outreach to state regional organizations about pending legislation and regulatory action.
  5. Develop strategies and materials for advancing AACAP member interests on policy/legislative initiatives at the state/local level. Prepare and coordinate draft state government member communications (i.e. letters to the editor, model legislation, advocacy letters, testimony, position papers in support of AACAP state and local initiatives).
  6. Work with Legislative and PAC Coordinator to arrange meetings for regional organization leadership to meet with key legislators, appointed officials, departments, division, agencies or boards or commissions of the executive branch of the state government concerning policies affecting the profession.
  7. Interface with ROCAPs and Assembly on all programming and policy regarding advocacy and public policy issues, including managing all phases of family and resident involvement in the Legislative Conference.
  8. Manage and track all phases of advocacy and collaboration grant program within the Assembly.
  9. Coordinate with Assistant Director of Congressional and Political Affairs and the Assistant Director of Quality and Regulatory Affairs on federal legislation and regulations that have implications at the state level (i.e. Medicaid, SCHIP, mental health parity).
  10. Work in coalition with state and local mental health and professional organizations to coordinate advocacy efforts at the state level. Build coalitions among state organizations, and reach out and recruit constituencies not traditionally engaged with mental health advocacy (i.e. private business, National Governor's Association, state advocacy groups, National Association of State Mental Health Program Directors).
  11. Staff AACAP committees and Task Forces, including Advocacy, Adoption and Foster Care, Native American Child, Telepsychiatry and other committees as assigned.
  12. Provide reports to Director of Government Affairs on legislative developments and activities.
  13. Draft articles for association's newsletter.
  14. Co-maintain the AACAP Advocacy website.
  15. Handle any other projects or initiatives, as assigned.

Qualifications required

  1. Education/training: Bachelor's Degree with at least 3-5 years related work experience with a like-size nonprofit association (preferably medical or healthcare)
  2. Familiarity with child mental health, payment, healthcare reform, and health systems issues strongly preferred.
  3. Experience with working with individual membership organizations.
  4. Analytical skills to implement the policy agenda
  5. Excellent communication and writing skills

MEETINGS COORDINATOR SUMMARY DESCRIPTION:

The American Academy of Child and Adolescent Psychiatry (AACAP) Meetings Department plans meetings to educate its members and other physicians, including the Annual Meeting (3,600+ attendees including 90 exhibits), the January 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) on an annual basis.

The Meetings Coordinator works with the Director of Meetings and Continuing Medical Education, Assistant Director of Meetings, and Meetings and Exhibits Manager to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct responsibility for the volunteer management portion of the Annual Meeting (Monitor Program) among other Annual Meeting projects, support of the mid-sized meetings, and 75% of the committee meetings.

The Meetings Coordinator is remarkably organized; quick-to-adapt; happy to help co-workers, members, and vendors; and a detail fanatic. This position requires an individual that thrives on the desire to provide exceptional support to their team and organization, with a smile.

  • Positive, hard-working attitude.
  • Exceptional project management and customer service.
  • A basic/intermediate 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 oral, written, and interpersonal communication skills.
  • Strong attention to detail and the ability to manage multiple projects and deadlines.
  • Must be organized, able to plan ahead to meet deadlines, able to work in a fast-paced team environment, and possess excellent time management and prioritization skills.
  • Strong computer skills, especially in Microsoft Office. Adobe InDesign, iMIS, and Adobe Acrobat a plus.
  • Scientifically-inclined a plus, but if not, a willingness and enthusiasm to learn about the field of psychiatry.

QUALIFICATIONS:

  • BS preferably in hospitality, marketing or communications.
  • Minimum 2 years related work experience in meeting/event planning.
  • Hands on experience in budgeting and/or negotiating venues and suppliers, planning and managing events/meetings.
  • Hospitality and medical/scientific association experience a plus.
  • Ability to travel approximately 3 weeks annually with some weekend work.

HOW TO APPLY:
Resume and cover letter are required and must include current compensation history for immediate consideration. Submit information to: jobs@aacap.org and visit www.aacap.org to learn more about our medical professional membership association located in NW DC.


AACAP offers great benefits and provides a congenial working atmosphere, good healthcare benefits, and a convenient location in the Cathedral area of Northwest Washington, DC.. Please submit your resume stating desired salary to jobs@aacap.org. Resumes without salary requirements will not be considered.

Or mail to:
AACAP, Attn: Human Resources,
3615 Wisconsin Avenue NW,
Washington, DC 20016.

NO PHONE CALLS PLEASE.