Job Title: Director, Information Systems and Web Services
Department: Information Systems and Web Services
Reports to: Executive Director
Date Updated June 2016
FLSA Status: Exempt
Supervises: Database Manager, Manager Online & Web Services, and Help Desk/Network Technician

SUMMARY DESCRIPTION

Leads the development, implementation and maintenance of IS Strategic Plan to meet the long and short range needs of the organization. Plans and directs the security, efficient functioning, development, and activities of all information systems, including hardware, software, AACAP's websites and databases. Responsibilities include integrating all information systems activities on an organization-wide basis; supervising IT and web staff; managing vendor relationships; addressing customer service needs of end-users; developing the annual IT budget and monitoring IT-related expenditures; reviewing contracts to assist in evaluating and implementing appropriate technologies; and aligning AACAP's goals with new technology.

DUTIES AND RESPONSIBILITIES

MANAGEMENT

  • Consults with appropriate staff to develop and maintain computer programs, analyze computer system needs for technical and functional operations, determine scope and priorities of projects, and discuss system capacity and equipment acquisitions.
  • Recommends and develops plans for systems development and operations, hardware and software purchases, budget, and staffing to ensure AACAP's technical efficiency.
  • Responsible for the development, implementation, installation, and operation of information and functional systems for AACAP.
  • Develops, implements, and monitors information systems policies and controls to ensure data accuracy, security, and legal and regulatory compliance, on and off-site.
  • Evaluates current systems and communicates with staff to develop a more unified information systems infrastructure.
  • Responsible for ensuring the security of AACAP's servers, databases and data files.
  • Negotiates and contracts with consultants and vendors for services and products.
  • Develops, maintains, and tests an AACAP disaster recovery plan.
  • Directs and manages the workload of the department employees; develops the skills of department employees.
  • Monitors staff training needs related to information systems, web, and databases and develops relevant training.

INFORMATION SYSTEMS

  • Responsible for directing the evaluation, purchasing and testing of computer hardware including, servers, laptops/desktops, routers, and printers both in the office and while AACAP staff work offsite or at AACAP's meetings.
  • Directs computer operation scheduling, backup, storage, and retrieval functions.
  • Reviews reports of computer equipment for malfunction, and maintenance to determine costs and impact, and address problems.
  • Responsible for directing the evaluation, purchasing, testing and installation of all computer software.
  • Evaluates all proposals submitted by vendors for accuracy, budgetary resources and logical process flows.
  • Responsible for overseeing the development, testing and implementation of all database software requirements.
  • Develops, tests, implements new programs as requested to meet AACAP needs.
  • Routinely reviews new software on the market to determine if changes or enhancements are necessary.

WEB

  • Defines the web strategy for AACAP in corroboration with the Director of Communications & Member Services.
  • Maintains oversight of the Web Editorial Board.
  • Directs the web programming, design and graphics production of AACAP's websites.
  • Works with management and staff to define appropriate online programs and determine information needed to implement online programs.
  • Communicates with AACAP management regarding prioritization of web content.
  • Defines and writes functionality requirements for projects to be implemented by AACAP's Manager Online and Web Services or external technology providers; directs AACAP's Manager Online & Web Services and external technology providers to assure timely implementation of projects.
  • Directs design, applications development and programming for website functionality.
  • Establishes and implements rules for content updating, archiving and/or removal.
  • Directs integration of new technologies into website.
  • Helps implement marketing and other organizational strategies. Provides some marketing suggestions.
  • Remains current of industry trends and all applicable online marketing technologies.

OTHER

  • Interacts with AACAP employees to facilitate positive productive working relationships.
  • Maintains positive working relationship with supervisor.
  • Complies with association policies and procedures.
  • As required, travels to and attends Annual Meeting and other events as necessary.

QUALIFICATIONS REQUIRED

Bachelor's Degree in Computer Science and eight to ten years of experience managing information systems including hardware, software, websites, and databases; or equivalent combination of education and experience. Prior experience in a non-profit environment and a knowledge of, or interest in, science and/or medicine is preferred. Understanding web technology as a communications tool and experience integrating organization information systems infrastructures required. Must possess excellent interpersonal skills and the ability to interact with all levels of staff, vendors, etc.; the ability to communicate and relate technical details to non-technical staff and to speak with a level of knowledge; be multi-task oriented and able to meet strict deadlines; have prior supervisory experience; be familiar with a variety of the field's concepts, practices, and procedures. A wide degree of creativity and latitude is expected.

COMPUTER SKILLS

Requires exceptional computer skills, including knowledge of server usage. Experience using web analytics or SEO required. Must be proficient and have a current working knowledge of Microsoft operating systems; server and desktop; Microsoft Exchange; Microsoft SQL. Knowledge of iMIS database preferred. Familiar with FTP front-end programs (for file transfers to servers). Experience with abstract management software beneficial.


Title of Position: Development Manager
Department: Development Department
Reports to: Deputy Director of Development

Purpose:
The primary responsibility is to provide administrative and fundraising support to the Development Department. This includes managing, coordinating, executing, and maintaining the Department's fundraising initiatives and activities that support and advance the vision, mission, and impact of AACAP.

Job Summary and Duties:

Manages and Implements Donor Acknowledgement, Stewardship Activities, and Fundraising Metrics:

  • Provides excellent customer service to all donors and members
  • Researches donor records and ensures data integrity for donor database
  • Generates timely acknowledgement, recognition, and stewardship for all AACAP donations received
  • Produces reports that detail financial impact of fundraising initiatives and programs
  • Creates accurate Donor Recognition lists for AACAP Publications
  • Maintains recognition mechanisms and donor gift premiums, e.g. pins, invitations, etc.
  • Generates and maintains Revenue and Beyond-Revenue Dashboards
  • Manages Peer-to-Peer (P2P) fundraising platform and projects
  • Provides leadership for all appeal letters, including new donors and lapsed donors
  • Writes and signs thank you letters for donations under $100

Supports Development Programs and Initiatives

  • Supports Development, Gifts and Endowment, and Grants Oversight Committees as needed (Agendas, Minutes, correspondence, scheduling, etc.)
  • Manages and coordinates Special Funds Quarterly Review process
  • Distributes meeting correspondence regarding Development component projects and tasks
  • Supports planning and implementation of Development activities at the Annual Meeting including, but not limited to:
    • The Honors Book
    • 1953 Society Events
    • Break the Cycle, 2017 bicycle ride across the U.S.
    • Karl Menninger, MD Plenary, and the Lawrence A. Stone, MD Plenary
    • Endowed Dues Registration
  • Coordinates AACAP Publication advertisements and special features
  • Works with AACAP Information Systems team to ensure full utilization of technological resources

Industry and Corporate Sponsorship Liaison

  • Manages submission, execution and reporting of pharmaceutical, foundation, and corporate grants in accordance to AACAP's Operating Principles. Works closely with AACAP Research Department to help grow revenue to fund new research initiatives
  • Reconciles sponsorship grants in collaboration with the Meetings Department
  • Coordinates Pharmaceutical and non-pharmaceutical corporate sponsorship events at Annual Meetings
  • Coordinates the Industry Roundtable meetings
  • Researches corporations and foundations for potential grant applications

Provides Support to the Deputy Director of Development

  • Drafts development content, including but not limited to: Appeal Letters, Member Emails, Advertisements, Impact Updates, Letters of Agreement, Standard Operating Procedures, Sponsorship Prospectus, Acknowledgement Letters, and Stewardship activities
  • Handles daily office operations of the Development Department, including but not limited to supply orders, Department mail distribution and primary administrative support for the Deputy Director of Development
  • Works closely with other departments throughout AACAP
  • Coordinates donor mailings of Appeal Letters, Acknowledgement Letters, Impact Updates, Annual Reports, and other collateral materials
  • Manages transfers of funds as needed
  • Coordinates yearly participation in the Combined Federal Campaign
  • Works with consultant to maintain state charity licenses active and current
  • Other duties as assigned

Qualifications:

  • BA (required), MA (a plus).
  • Minimum 3-5 years of fundraising and administrative support experience in nonprofit development
  • Exceptionally organized
  • Entrepreneurial mindset
  • Ability to manage multiple projects simultaneously
  • Exceptional attention to detail and follow-through
  • Effective and persuasive written, verbal, and presentation skills with co-workers, AACAP members, donors, and other partners and stakeholders
  • Proficient with Microsoft Office Suite, especially Word, Excel, and PowerPoint
  • A passion for, and commitment to, children's mental health (a plus)
  • A consummate teammate
  • Nonprofit Database experience a plus (ideally iMIS)

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: Executive Office Coordinator
Department: Office of the Executive Director/Executive Office
Reports to: Executive Office Manager
Date updated: June 2016
FLSA Status: Exempt

This position provides administrative support to the Executive Office, specifically the Executive Office Manager.

KEY DUTIES AND RESPONSIBILITES

  1. Supports the Executive Office Manager in his/her oversight of 65 committees and task forces by: providing administrative support; facilitating correspondence; working with leadership to keep track of and manage appointment process; tracking member interest in serving on various committees; maintaining committee records in membership database; coordinating the collection of necessary disclosures; overseeing maintenance of mailing lists and rosters; and providing support and guidance to staff liaisons.
  2. Serves as Staff Liaison to some AACAP committees. This includes participating in committee calls, working with the chairs to set up meetings/calls, and managing each committee's budget.
  3. Works with Executive Office Manager to develop agendas for Executive Committee, Council, Assembly, other committees managed by the Executive Office, weekly departmental; and monthly staff meetings.
  4. Prepares meeting materials for Executive Committee, Council, Assembly, and Executive Office committee meetings. Duties include: informing staff of related deadlines and requirements; collecting and compiling supporting materials; reviewing information with Executive Office Manager; assembling meeting materials; preparing mailing labels; preparing electronic files; and mailing/emailing meeting materials. This position is responsible for maintaining adequate supplies for notebooks/meeting materials.
  5. Assists the Executive Office Manager in tracking the completion of all Executive Committee, Council, or Assembly action items. This includes follow up with all AACAP departments.
  6. Handles duties related to the Annual Meeting, including: maintaining lists and RSVPs for Special Invites and President's Reception, including entering the invite lists into the database; staffing the on-site AACAP office; communicating with plenary speakers; coordinating stage seating chart for the Karl Menninger Plenary; providing general support to the Executive Office manager; and other duties as assigned.
  7. Handles duties related to the Council, including: maintaining current roster; developing weekly correspondence; tracking incoming votes; attends semi-Annual Council meeting and takes minutes; and other duties as assigned.
  8. Handles duties related to the Assembly of Regional Organizations, including: participating in monthly Assembly Executive Committee calls; collaborates with the Department of Government Affairs in management of the Advocacy and Collaboration grants; maintains handbooks, including the Regional Organization Manual (ROM) and the Delegate Orientation Manual (DOM); works with the Membership Supervisor to maintain current information regarding Regional Organizations; provides support and guidance to regional organizations; attends semi-annual Assembly meetings and takes minutes; and other duties as assigned.
  9. Supports the Executive Office Manager in the annual election process, including: interacting with election company; communicating with candidates to get biographical information, disclosures, and photos; preparing related correspondence; responding to member inquiries; and other duties as assigned.
  10. Handles process signing of holiday cards, including working with staff to develop the mailing list.
  11. Writes correspondence, reports and documents as requested by the Executive Office Manager. This may include correspondence of the President, Executive Director, Assembly Chair, Committee Chairs and Executive Office Manager.
  12. Maintains President and President-Elect's email accounts, including working with the Executive Department and other staff on appropriate responses.
  13. Responds to telephone inquiries as needed. Screens phone calls, answers inquiries, and takes written messages for the Executive Director.
  14. Collects and distributes Executive Office incoming mail and prepares outgoing mail.
  15. Photocopies outgoing correspondence and documents from the Executive Office.
  16. Maintains Executive Office's electronic and hard copy files, per AACAP policies.
  17. Reconciles the Executive Office credit card statement and conference call bill on a monthly basis.
  18. Prepares Executive Office submissions to AACAPNews, published six times per year.
  19. Maintains the departmental task list and calendar.
  20. Assists with front desk phone duty as assigned.
  21. Assumes any related duties as assigned by the Executive Director and the Executive Office Manager.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS:

  • Bachelor's degree required
  • Two years of office experience (preferably within an association) or equivalent experience preferred
  • Excellent interpersonal skills, a team player attitude and customer service skills are required
  • Must maintain confidentiality at all times
  • Excellent written and verbal communication skills required
  • Must be highly organized and capable of handling multiple projects simultaneously
  • Proficiency in Microsoft Office required
  • Experience working with VIPs preferred
  • Database management experience preferred (iMIS)
  • Passionate about making a difference for children's mental health

IMMEDIATE OPENING – NEW POSITION
Deputy Director of Clinical Practice

The American Academy of Child & Adolescent Psychiatry (AACAP) is seeking qualified applicants for the new position of Deputy Director of Clinical Practice in its Washington, DC, headquarters. This exciting new position resides in the Department of Government Affairs & Clinical Practice and is focused on practice management and regulatory developments of interest to our members and the children we serve. A familiarity with issues relating to the clinical practice of children's mental health is helpful but not required, and a strong knowledge of physician practice issues and related regulatory concerns is essential.

In short, this new position will work closely with the Director and clinical practice staff to plan, manage, and develop AACAP clinical practice priorities and committee projects across a range of matters of urgency to AACAP members. The new Deputy Director will manage a staff of two responsible to produce tangible products and results, while achieving AACAP's clinical practice goals and objectives. Outstanding leadership will be required through exercising good judgment, acting independently, and serving as part of a fast-paced team to shape and advance AACAP's clinical practice agenda, as well as managing the development of AACAP's signature practice management products. The new position interfaces with multiple outside stakeholders, policymakers, and regulators and strategizes on ways to increase non-dues revenues and Federal funding support for AACAP, its clinical practice products and programs.

Duties and responsibilities:

  1. Leads and collaborates with AACAP members to advance key clinical practice committees, their work, programs and projects.
  2. Oversees staff who design and execute business development plans for signature AACAP proprietary practice tools, including: (1) Child and Adolescent Service Intensity Instrument© and Early Childhood Service Intensity Instrument©, and (2) Clinical Practice Guidelines and practice parameters.
  3. Directs staff who supports AACAP advisors to CPT and RUC on key coding and payment issues unique to child and adolescent psychiatry.
  4. Reviews clinically-based federal regulations, drafts comments, coordinates with relevant committees or other experts for feedback, and finalizes formal communications for President's review and submission by AACAP.
  5. Maintains current knowledge of events and issues in the delivery, quality, and financing of psychiatric services to children and adolescents.
  6. Provides confidential counsel to Director, as well as public and internal support for AACAP senior staff.

Qualifications required:

1. Education/training

Bachelor's Degree required, with at least 5 years related work experience with government, a nonprofit association, or equivalent academic or other experience.

2. Specific skills

  1. Proven staff, issues, program and product management skills, leadership, and expertise.
  2. Knowledge of clinical practice issues and their development by private sector and governmental bodies, as well as working knowledge of key organizations in the medical regulatory arena.
  3. Ability to manage and administer multiple staff and projects simultaneously.
  4. Ability to establish and maintain effective working relationships with committee chairs, members, and professionals from organizations with which the AACAP is associated or needs to become better acquainted.
  5. Ability to communicate effectively, concisely, and clearly both in writing and in public speaking.
  6. Ability to translate AACAP priorities to a variety of audiences for optimal messaging.
  7. Cheerful, professional demeanor and team player.

AACAP offers great benefits and provides a congenial working atmosphere, good healthcare benefits, and a convenient location on Wisconsin Avenue, NW, in the Cathedral area of Northwest Washington, DC.

Please submit your resume and cover letter, stating desired salary, to jobs@aacap.org. Resumes without salary requirements will not be considered.

March 1, 2016



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.