Employment at AACAP

Title of Position: Meetings Coordinator
Department: Meetings and Continuing Medical Education
Reports to: Assistant Director of Meetings
Supervises: N/A
Date Updated: February 2017
FLSA Status: Non-Exempt

SUMMARY DESCRIPTION:

The American Academy of Child & 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 Coordinator works with the 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 all committee meetings.

The Meetings Coordinator is the Swiss Army Knife of the Meetings Department – 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.

PERFORMANCE OBJECTIVES:

  1. Responsible for all Meetings Department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; administrative paperwork; and other responsibilities as assigned.
  2. Maintain and update administrative records and provide logistical and hands-on support for all AACAP meetings, including in-house events and committee meetings. To AACAP, logistical and hands-on support includes understanding meeting requirements; maintenance of travel requirements for attendees; set-up, oversight, and break-down/clean-up of in-house events; placing orders with outside vendors, and clear communication with members, vendors, and internal departments.
  3. Firm and fair interaction with vendors, especially hotels and restaurants, to plan successful AACAP events.
  4. Set-up, test, troubleshoot and maintain AACAP's Annual Meeting Monitor program, our system of coordinating student volunteers at our meetings. This program has "sold out" the past 4 years and it is expected that this program will continue to do so. Some specific duties include constant and specific communication with volunteers and internal departments to create a complex schedule, onsite training and volunteer management, and willingness to learn and use new technologies to ensure a successful program.
  5. Strong writing and editing of multiple publications, including marketing pieces, web content, and scientific documents. A successful candidate will have an impeccable grasp of the English language as well as a flair for creative wordsmithing.
  6. Organized multitasking to coordinate numerous smaller Annual Meeting projects, e.g., sign/copy orders, honoraria/scholarship details, reunion/reception requests, etc.
  7. Serve as an administrative liaison to several committees with responsibilities including written and oral communications with committee members; detailed note-taking to create meeting minutes and communication to staff about action items; and active meeting and/or conference call participation.
  8. Always ready to jump in and help with other duties as assigned.

SKILLS:

  • Positive, hard-working attitude.
  • Exceptional project management and customer service.
  • A basic 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., is preferred.
  • 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 environment, and possess excellent time management and prioritization skills.
  • Excellent 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:

  • Bachelor's degree required.
  • Work experience in meeting or event planning preferred.
  • Nonprofit association and medical/scientific association experience a plus.
  • Must be able to travel an aggregate of approximately 1-2 weeks per year, including some weekends.

Title of Position: Meetings and Exhibits Manager
Department: Meetings and Continuing Medical Education
Reports to: Assistant Director of Meetings
Supervises: N/A
Date Updated: February 2017
FLSA Status: Exempt

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 (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.

PERFORMANCE OBJECTIVES:

  1. 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.
  2. 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.
  3. 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.
  4. Serves as backup to the Meetings Coordinator for departmental administrative responsibilities, including answering meetings email inbox and phone line.
  5. 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.
  6. Always ready to jump in and help with other duties as assigned.

SKILLS:

  • 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.

QUALIFICATIONS:

  • 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 of Position: Assistant Director of Research, Training and Education
Department: Research, Development, and Workforce
Reports to: Director of Research, Development, and Workforce
Supervises: Training and Education Manager
Date Updated: January 2017
FLSA Status: Exempt

Summary Description
The Assistant Director of Research, Training and Education is responsible for staffing assigned Committees, or Department Programs with a focus on Research. The Assistant Director of Research is also responsible for the management and coordination of the AACAP-NIDA K12 grant, and annual meeting events sponsored by the AACAP’s Research and Pediatric Psychopharmacology Committees, the annual meeting Scientific Proceedings book, oversight of AACAP’s Pilot Research Award and Junior Investigator Award Programs and other programs developed through the Research Initiative. The Assistant Director of Research will assist the Director with providing leadership, training and guidance of department staff, includes monitoring workload and providing administrative support as needed as well as serve as acting Director during absence of the Director. In addition to these responsibilities, the position requires providing management support to new research initiatives as needed.

Responsibilities of Position

1. Staff assigned Department Programs, Committee activities:

  • Serve as staff liaison for the activities of the Research Initiative, including: AACAP Annual Meeting Research Institute, Founders Symposium, and Junior Investigator Award;
  • Assist the Director in managing the current and new programs developed through the Research Initiative;
  • Assist Director with cultivating external relationships to maintain strategic alliances with organizations that assist the AACAP in staying on the cutting edge of programs, products and services;
  • Process correspondence and maintain invoicing and payment system for research awards;
  • Draft proposals;
  • Staff and take minutes for committee meetings/conference calls and Annual Meeting events, oversee all meeting arrangements including: work books, hotel arrangements, travel, meals, meetings, activities, meeting minutes and follow-up;
  • Process payments and expense reimbursements;
  • Manage Research Committee budgets; and
  • Other duties as assigned.

2. Management of the AACAP-NIDA K12 grant:

  • Assist the Director with the day-to-day administration and management of the K12 grant, including responding to inquiries, processing invoices, and maintaining updated reports on trainee activity;
  • Coordinate reporting requirements associated with the AACAP-NIDA K12 grant and manage program evaluations and semi-annual submission of progress reports to NIDA.
  • Coordinate the annual retreat held in June, including working with the Principal Investigator and Director to develop the agenda, coordinate the meeting workbook, plan the meeting arrangements, travel, complete the minutes, and conduct necessary follow-up; and

3. Plan the annual Research Institute and Research Symposium:

  • Work with the chairs of the Research Institute and Research Symposium to develop the agendas for the events; and
  • Oversee the coordination of all program content and logistics for the events with the Department of Meetings, including the reimbursement processes, registration, event workbooks, presentation submission, evaluations, invitations, budgets, and additional responsibilities as required.

4. Serve as Managing Editor of the Scientific Proceedings of the Annual Meeting publication:

  • Secure vendors and maintain contact with the vendors throughout the development process;
  • In coordination with Meetings Department, oversee abstract submission process, which includes the testing and the implementation of changes in the online submission system as needed and updating online instruction and publication language;
  • Coordinate the submission process including: receiving abstracts, organizing abstracts and editing abstracts;
  • Assign tasks to Department staff as needed;
  • Work with the Editor to ensure timely review;
  • Ensure the publication’s consistency with other AACAP publications;
  • Respond to abstract inquiries; and
  • Other duties as needed to ensure that the publication is successfully produced by scheduled deadline.

5. Oversight of research award programs:

  • Collaborate with the Research Committee to select awards Program Director and Selection Committee Members;
  • Oversee the coordination of all program processes, including development of SOPs, marketing, scoring of applications, award distribution, evaluations, monitoring budgets and additional responsibilities as required.
  • Oversee the coordination of all annual meeting logistics for awardees including presentation submission, registration, development of Honors Book text, ordering plaques, reimbursement processes, evaluations, monitoring budgets, and additional responsibilities as required;

6. Provide administrative support including:

  • Set up conference calls;
  • Update web site content;
  • Coordinate Department publications;
  • Respond to requests for information;
  • Maintain files and contact lists;
  • Participate in AACAP Department and staff functions; and
  • Other duties as assigned.

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.