Employment at AACAP

Position Title: Development Coordinator
Department: Development Department
Reports to: Deputy Director of Development
FLSA Status: Non-exempt (eligible for overtime pay)
Date Created: November 2016

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

Job Summary and Duties:

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

  • Provides excellent customer service to 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 details results and growth 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
  • Coordinates 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, etc.)
  • Coordinates and manages 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, M.D. Plenary, and the Lawrence A. Stone, M.D. 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

  • Coordinates 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
  • Supports pharmaceutical and non-pharmaceutical corporate sponsorship events at Annual Meetings
  • Coordinates the Industry Roundtable, held annually in January and at the Annual Meeting
  • 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 material
  • Coordinates the 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 administrative and fundraising support experience in nonprofit development
  • Exceptionally organized
  • Entrepreneurial mindset
  • Ability to work on 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: Program Coordinator
Department: Government Affairs and Clinical Practice
Reports to: Deputy Director, Clinical Practice
Date updated: September 22, 2016
FLSA Status: Exempt

Summary description
The Program Coordinator provides daily support to the department of Government Affairs and Clinical Practice, with emphasis on clinical practice programs, projects, and activities. The department is responsible for working with AACAP members to advance the organization's clinical priorities across a range of public and private policymakers. The position will be responsible for coordinating and staffing various committee calls/meetings, keeping abreast of new regulatory developments, and updating the department's section of the website. Program support for AACAP's clinical practice assessment products is central to this position.

Duties and Responsibilities

  • Monitor and support regulatory initiatives pertaining to department priorities, including daily Federal Register.
  • Assist with special projects/activities, including collecting member responses for surveys, doing research for regulatory initiatives, presentations, or member requests, as assigned.
  • Assist in scheduling and preparation for department's committee meetings, including conference calls and face-to-face meetings.
  • Work with the Communications Department on using social media messaging of key department activities and related developments.
  • Monitor and update department materials on the website for accuracy, content, and timeliness.
  • Attend and report back on meetings, hearings, conferences, as assigned.
  • Provide administrative support for the department, including drafting and proofreading routine correspondence and documents, maintaining all chronological and subject files, coordinating department mailings, coding department credit card and other expenses.
  • Manage document flow and training requests for AACAP's proprietary clinical practice assessment products, including CASII and ECSII products.
  • Provide staff support to AACAP committees, as assigned.
  • Assist the department with other duties, as assigned, including periodic front-desk rotation.

Qualifications

1. Education/training/work experience

  • Bachelor's degree, preferably with a concentration in psychology, project management, or political science
  • Knowledge of the regulatory process
  • Knowledge of association work
  • Knowledge of or interest in children and/or mental health issues preferred

2. Specific Skills

  • Strong customer service skills
  • Attention to detail and strong organizational skills
  • Ability to prioritize and manage multiple projects simultaneously
  • Strong writing and proofreading skills
  • Strong computer skills with proficiency in Microsoft Office
  • Strong oral communication skills
  • Resourcefulness in handling phone calls, unscheduled requests and events, and other trouble-shooting in the absence of supervisors
  • Ability to work independently, as well as with other staff members, and to meet deadlines
  • Positive attitude and willingness to learn
  • Commitment to a collegial, team-based, atmosphere

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.

    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.