Employment at AACAP

Title: Continuing Medical Education and Recertification Manager
Department: Meetings and Continuing Medical Education
Reports to: Deputy Director of Education and Recertification
Supervision: N/A
Date Updated: May 2017
FLSA Status: Exempt

Summary Description: The Continuing Medical Education and Recertification Manager is responsible for being the primary resource for AACAP members and staff on Accreditation Council for Continuing Medical Education (ACCME) and American Board of Psychiatry and Neurology (ABPN) rules and regulations. The manager also works with the Deputy Director of Education and Recertification to execute CME programs and products that meet the ABPN's Maintenance of Certification process. The Manager must have excellent project management, organizational, writing and editing, and customer service skills.

DUTIES AND RESPONSIBILITIES

  • Acts as an expert on the American Board of Psychiatry and Neurology (ABPN)'s Maintenance of Certification requirements, and ensure AACAP staff is updated on changes/processes, and AACAP's programs comply with ABPN requirements. Disseminate information to members on these complex requirements.
  • Acts 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. Ensure AACAP staff is updated on changes/processes, and AACAP's programs comply with ACCME requirements.
  • Manage specific aspects as assigned with the ACCME's reaccreditation process when applicable and specifically in 2018. 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.
  • Coordinate the process of keeping records for all of AACAP's CME activities on an ongoing basis to prepare for future reaccreditation processes.
  • 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. 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.
  • Manage the process of Lifelong Learning Module production including: article nominations and selections; coordinating literature review process; acquiring permission for reproduction of articles and other materials; conducting literature searches, when required; compiling module; adding module to Confex. Manage the use of an electronic module review process, including working with Confex, working with AACAP's IT department, instructing and training committee members to use the system, acting as the database manager for the system, and implementing improvements.
  • Manages AACAP's module printing and order fulfillment process with the fulfillment vendor.
  • Manage the Self-Assessment Question database, including working with Confex in all stages of development, working with AACAP's IT department, and instructing and training committee members to use the system if applicable.
  • Ensure the technology solutions for the module and self-assessment question database, among others, are user-friendly systems and suggest and make improvements as needed.
  • Respond to member requests for information, including requirements of recertification and CME, ordering modules, grading module CME exams, and issuing CME certificates.
  • Facilitate the launching/maintaining of CME/MOC programs, including; preparing front matter, editing of content, reporting any changes in material to the vendor, and updating AACAP's CME webpage with descriptions and links. CME/MOC programs include but are not limited to the Annual Meeting Self-Assessment exam and Workshop, online Institute questions, Performance in Practice tools, and any future online CME programs.
  • Apply for ABPN approval of all MOC products.
  • Manage working with AACAP's vendor Confex, working with them on CME/MOC related projects including the article nomination system, the annotation and question system, and other system elements as applicable, and reviewing new features as they are available and making necessary improvements.
  • Manages AACAP's session recording vendor, working with them to update and maintain the Learning on Demand site with meeting content, working with the meetings team to coordinate recording of sessions, taking the lead in post-meeting review of content on the site, managing order forms, leading marketing strategy, reviewing new features as they become available, and identifying ways to increase revenue. Maintains session recording royalty report on a monthly basis.
  • Lead the Department in organizing, tabulating, analyzing, and distributing evaluations from all of AACAP's educational activities to presenters and AACAP staff.
  • Provide guidance to the Communications Department in developing marketing plans for the promotion of MOC Programs, including: researching possible advertising options, drafting text for promotional pieces, working with designers/AACAP staff to create advertisements, and preparing final marketing proposal.
  • Makes recommendations to increase MOC opportunities for members based on leadership priorities.
  • Keeps abreast of MOC/CME trends in the industry and shares with other department members.
  • Creating and maintaining monthly reports that detail the activity level of online CME programs.
  • Updating the AACAP's Maintenance of Certification and Continuing Medical Education webpages with up-to-date information and requirements set forth by the ABPN.
  • Staffs the Physically Ill Child Committee and Emergency Psychiatry Committee, including creating agendas, minutes, and reports; scheduling and participating in conference calls; maintaining rosters; monitoring list servs, communicating with other staff members about overlaps in committee projects and goals; advise members on AACAP policies and functions.
  • Assist with staffing the Continuing Medical Education Committee and Lifelong Learning Committee, and others as they are assigned, including creating agendas, minutes, and reports; scheduling and participating in conference calls; maintaining rosters; monitoring list servs, communicating with other staff members about overlaps in committee projects and goals.
  • Lead the Department in organizing, tabulating, analyzing, and distributing evaluations from all of AACAP's educational activities to presenters and AACAP staff.
  • Identify administrative tasks that can be streamlined in the department so a greater focus can be employed for MOC/CME program content development.
  • Maintains the Meetings and CME Department's credit card statement and conference call bills on a monthly basis.
  • Maintain the quality of all products of the Department, including accuracy of spelling, grammar, and style of all correspondence, articles, and other documents as assigned.
  • Involved in general editing of departmental publications.
  • Performs any related duties as assigned.

QUALIFICATIONS:

  • Bachelor's degree required.
  • Five years related work experience in continuing medical education / project management a plus.
  • Experience implementing ACCME and Maintenance of Certification projects/programs.
  • Solid oral, written communication and copy-editing skills.
  • Strong attention to detail.
  • Organizational skills, including ability to manage multiple projects simultaneously.
  • Proficiency on computer, including word processing, Excel, PowerPoint, data bases, and email; and learning management systems a plus.

Title: Education Program Manager
Department: Meetings and Continuing Medical Education
Reports to: Deputy Director of Education and Recertification
Supervision: N/A
Date Updated: May 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 a new 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. This new line of products is part of a CME business strategy approved by the Executive Committee/Council in 2017. 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.

DUTIES AND RESPONSIBILITIES

  • 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).
    • Manage the new Task Force on CAP Collection and advise group on best practices in online education and adult learning principles.
    • Create documentation (project plans, design documents, meeting minutes, etc.).
    • Communicate in a timely, consistent manner with volunteers and other stakeholders.
    • Manage AACAP's Learning Management System (LMS) vendor, WebCourseWorks, including implementation of the system, integration with AACAP's AMS, reporting, improvements to the system, and acting as the LMS database manager.
    • Serves as the expert in all aspects of the LMS, including entering courses, ensuring compliance with ACCME and ABPN rules, working with other departments to use the LMS, and handling the finances.
    • 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.
  • 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.
    • 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 involves detailed knowledge of all of AACAP's CME activities and 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.
    • 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.
    • Help develop/refine AACAP's methodologies and processes. Develop documentation to support internal processes and aid volunteers in understanding the approach.
  • 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.
  • Staff the Infant and Preschool Committee, including creating agendas, minutes, and reports; scheduling and participating in conference calls; maintaining rosters; monitoring list servs, communicating with other staff members about overlaps in committee projects and goals; advise members on AACAP policies and functions.
  • Evaluate all technology systems for the department (i.e., iMIS, Confex, Learning Management System when applicable, etc.) and make recommendations and improvements.
  • Identify administrative tasks that can be streamlined in the department so a greater focus can be employed for CME program content development.

QUALIFICATIONS

  • Bachelor's degree required.
  • Minimum 5 years' experience in managing/supporting the development of educational programming (live and online); specifically CME programs preferred plus
  • Strong technical aptitude, including a high level of comfort and familiarity with Web-based technologies in general, and with specific online education technologies (e.g., Webinar platforms, learning management systems)
  • Strong knowledge of adult learning theory and educational technologies and the desire to keep current with new trends in adult learning theory and online learning
  • 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
  • Work experience in and/or knowledge of the association sector preferred

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.

Job Title: Director of Development
Department: Development
Reports to: Executive Director
Supervises: Development Coordinator
Date Updated: February 2017

Summary Description:

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.

Qualifications

  • 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.

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.