Employment at AACAP

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.

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.

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.