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: IT Help Desk & Network Technician
Department: IS & Web Services
Reports to: Director IS & Web Services
FLSA Status: Exempt
Date Created/Revised: June 2016

Purpose:
The primary function is to provide support to staff in all computer operations, including email, network, hardware, and software support.

Job Summary and Duties:

Establish and maintain basic desktop operability in the following categories:

  • Hardware Infrastructure (computers and printers, including repair coordination)
  • Software Infrastructure (Windows, Microsoft Office)
    • Maintains anti-virus software on all servers and PCs
    • Install all software applications and clients
    • Troubleshoots software related issues
  • Network Infrastructure (network connectivity for all applications)
    • Troubleshoots any issues on all servers
    • Perform backup and restores of data and files
  • Access and Authorization
    • User account and password help. Establish all new user accounts and passwords
    • Establish rights for all file directories
  • Test new products for servers and workstations
  • Maintain email listservs

Handles phone/copier maintenance

  • Handles phone changes and information updates
  • First point of contact for copier issues and toner replacement

Other duties as assigned.

Qualifications:

  • Previous experience providing help desk support
  • Demonstrated dedication to customer service
  • Knowledge of server and desktop operating systems
  • Knowledge of Microsoft Exchange
  • Knowledge of phone systems a plus

Position Title: Assistant Director of Research, Training and Education
Department: Research, Training and Education
Reports to: Director of Research, Training and Education
Date Updated: July 2016
FLSA Status: Exempt
Supervises: Training & Education Manager and Research & Training Coordinator

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.

DUTIES AND RESPONSIBILITIES

  • 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.
  • 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
  • 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.
  • 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.
  • 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;
  • 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.
  • QUALIFICATIONS REQUIRED

    • Effective in oral and written communication, including excellent telephone manner, required to build rapport with prospective and existing members. Ability to prioritize, multiple tasks, develop processes and meet deadlines.
    • BS/BA degree required, preferably in communications, journalism, or marketing.
    • Proficiency with social media & social media monitoring tools.
    • Self-driven, confident with high standards of quality.
    • Innovative, creative self-starter with excellent oral and written communications skills.
    • Comfortable working in a small, closely-knit office with minimal formal structure.
    • Strong organizational skills, with ability to multi-task.
    • Excellent computer skills – Microsoft Suite.
    • Familiarity with Adobe Suite and/or InDesign.
    • Experience with iMIS is a definite plus.

    Title of Position: Meetings and Continuing Medical Education Temporary Part-time Graduate Assistant/Editor
    Department: Meetings and Continuing Medical Education
    Reports to: Deputy Director of Education and Recertification and Assistant Director of Meetings
    Date updated: April 22, 2014
    FLSA Status: Non-exempt

    SUMMARY DESCRIPTION:

    AACAP seeks a graduate level public health or social work student with an interest in mental illnesses in youth and/or the mission of AACAP. Candidate will provide temporary part-time administrative assistance to the Meetings and CME Department in preparation for AACAP’s Annual Meeting.

    DUTIES AND RESPONSIBILITIES:

    1. Work closely with department staff in a collegial and cooperative environment to provide basic to mid-level administrative support for a variety of assigned tasks and projects to prepare for the Annual Meeting, a medical education conference for over 5,000 physicians.
    2. Format and edit PowerPoint slides, bibliographies and other presentation materials for AACAP’s Annual Meeting. Previous knowledge of editing medical and/or scientific content not required, but a plus.
    3. Compile and tabulate Annual Meeting evaluations as directed by AACAP procedures.
    4. Support the CME Department by formatting documents and cross checking data to ensure accuracy of information.
    5. Support the department in developing and evaluating Continuing Medical Education programs for AACAP members.

    QUALIFICATIONS REQUIRED

    • Strong copy editing skills with a focus on consistency and efficiency.
    • Experience editing scientific/healthcare publications and/or journals or newspapers preferred.
    • Strong attention to detail.
    • Advanced experience with PowerPoint, especially editing and creating charts and graphs.
    • Available a minimum of 15 hours per week from mid-late August through mid-October, with the option to continue on a limited basis in November and December; scheduling can be flexible and number of hours may increase if mutually agreeable.
    • Ideal candidate would be a graduate student with an interest in mental illnesses and/or the mission of AACAP with the above skills.

    Interested applicants may submit Cover Letter and Resume with starting wage requirements to: jobs@aacap.org and are encouraged to visit www.aacap.org to learn more about our organization.


    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)

    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.