Employment at AACAP

AACAP offers great benefits and provides a congenial working atmosphere, good healthcare benefits, and a convenient location in the Cathedral Heights area of Northwest Washington, DC. To apply for a position at AACAP, please submit your resume stating desired salary to jobs@aacap.org. Resumes without salary requirements will not be considered.

Title of Position: Grants and Research Program Manager
Department: Research, Grants, and Workforce
Reports to: Deputy Director, Research, Grants, and Workforce
Date updated: March 2021
FLSA Status: Exempt

Position Description

The Grants and Research Program Manager is responsible for grants and fiscal management support to the Research, Grants, and Workforce Department (RGW). The Manager also staffs assigned committees; provides program and award administration to successfully achieve desired research and training outcomes; promotes program activities; and maintains and updates program database records and administrative files.

Duties and Responsibilities

In collaboration with the RGW Department, the Grants and Research Program Manager will perform:

Grants Administration

  • Managing invoicing, and other administrative aspects for AACAP’s Pilot Awards, Junior Investigator Award, and the NIDA AACAP Resident Training Award;
  • Execute award selection and manage communication with awardees throughout the award cycle including award close out;
  • Create quarterly award expense reports and check them against the Finance Department and RGW to ensure proper coding and payout;
  • Support AACAP’s effort in identifying potential new grants from federal agencies (excluding AACAP’s K12) and private foundations;
  • Collaborate with Director of Research, Workforce, and Development by creating a response plan and submission process for eligible grant proposals;
  • Manage grant writing and program/AACAP award development with the Director; and

Committee Support

  • Serve as liaison for the Substance Use Committee, and the Early Career Psychiatrist Committee;
  • Draft minutes and make conference call and meeting arrangements (e.g., hotel, travel, meals, work books, activities, and follow-up);
  • Support the Director, and Deputy Director with staffing projects from Research and Training committees within AACAP including the Research Committee, Psychopharmacology Committee, Medical Students and Residents Committee, Diversity and Culture Committee and the Triple Board Committee;
  • Complete assigned tasks as requested by committee chairs and members;
  • Plan and market committee-sponsored programs and initiatives to appropriate groups;
  • Monitor committee budgets; and
  • Manage workforce data collection, analysis and reporting.

Research and Training Program and Award Administration

  • Track professional growth of research and training award recipients and program participants;
  • Maintain files and contacts for research and training programs and develops award tracking system;
  • Assist the Director and Deputy Director in the production of the Scientific Proceedings publication, as needed;
  • Maintain and test the online awards system;
  • Develop and implement award program processes including SOPs, marketing, scoring of applications, progress reports, evaluations, and budgets; and
  • Coordinate annual meeting logistics for awardees including presentation submission, registration, providing Honors Book text, ordering plaques, reimbursement processes, evaluations, monitoring budgets, and additional responsibilities as required.

Klingenstein Third Generation Foundation Management

  • Support the Deputy Director by managing the Klingenstein Third Generation Foundation Medical Student Training Program, which includes:
  • Maintain fiscal and supervisory responsibility for all of the Foundation’s programs;
  • Administer and oversee the online grants renewal process and work with the Foundation staff to make decisions about renewals and to execute those decisions;
  • Manage KTGF program evaluation process including communicating with Program Directors and Student Leaders, working with the Program Chair on survey development and analysis, participating in The Klingenstein Third Generation Foundation sponsored events, and assisting the Director on longitudinal evaluation projects and other duties as assigned;
  • Evaluate reporting process and update if necessary;
  • Collate the KTGF Program annual reports and present them to the Foundation;
  • Manage correspondence with grantees;
  • Work with the Program Chair to establish regular communication among programs;
  • Support and monitor progress of all programs;
  • Ensure ongoing communication with the advisory board; and
  • Attend annual advisory board meetings if needed.

Deputy Director and RGW Department Support

  • Set up conference calls;
  • Process reimbursement requests and invoices;
  • Order supplies;
  • Update web site content;
  • Respond to requests for Research and Training information;
  • Participate in Department and AACAP staff functions; and
  • Other duties as assigned.

Qualifications

  • A bachelor’s degree is required. A degree in health administration, psychology, or healthrelated field is preferred.
  • 3-5 years related work experience is required.
  • Candidate should possess some grants administration and finance experience.
  • Strong interpersonal, writing, and organizational skills.
  • Outstanding attention to detail, ability to manage multiple projects and deadlines, and have an interest in children’s mental health issues.
  • Comfortable working independently as well as part of a team and maintain a high level of proficiency with Microsoft Office applications and electronic databases.
  • Previous work in non-profit or membership-based organizations is preferred.
Title of Position: Deputy Director of Gifts and Sponsorships
Department: Development
Reports to: Director of Research, Grants, and Workforce
Supervises: Development Coordinator
Date Updated: August 2019

Summary Description: The Deputy Director of Gifts and Sponsorships is responsible for the management and development of relationships with current and potential donors.   In addition, this position develops and maintains appropriate infrastructure related to the awards and special funds portfolio of the American Academy of Child and Adolescent Psychiatry (AACAP).

Duties and Responsibilities:

  • Oversee all administrative aspects pertaining to fund development including, execution and record keeping of Letters of Agreement (LOA’s), and management of donor/sponsor acknowledgment and donor/sponsor relationships;
  • Oversee correspondence for all donations, including writing thank you letters and other notes of acknowledgement on behalf of the AACAP President;
  • Solicit sponsorships for all AACAP Meetings, including the Annual Meeting, January Psychopharmacology Update Institute, and Hansen Review Course;
  • Develop and recommend annual goals and corresponding strategies for the Development team to achieve supporting AACAP’s priorities and strategies; 
  • Oversee production of written materials/brochures related to awardes development efforts such as the AACAP Honors Book and the Campaign for America’s Kids (CFAK), including writing articles for AACAPNews;
  • Collaborate with the Development Committee to develop fund raising plans including the Campaign for America’s Kids (CFAK), AACAP’s Endowment, the 1953 Society; and the Hopemakers program;
  • Identify individual donors and prospects for AACAP initiatives, including the Campaign for America’s Kids (CFAK), AACAP’s Endowment, the 1953 Society; and the Hopemakers program; 
  • Collaborate with the Meetings and CME department to ensure that sponsorship agreements are appropriate and follow ACCME Certification guidelines;
  • Manage all aspects the Mid-Year and End of Year appeals;
  • Provide timely and accurate updates on fundraising progress and milestones in AACAP reports including sections of the Positive Health Indicators (PHI), President and Executive Director (PED) Report, and presentations to AACAP’s Council (Board) as needed.
  • Oversee the Corporate Roundtable with the Biomedical Industry and other sponsors which occur periodically, and prepare related materials;
  • Manage donor recognition events;
  • Work collaboratively with AACAP departments and committees in developing fundraising plans for specific projects, such as the Life Members Fund;
  • Collaborate with the Communications Department on the development of the Annual Report, including a plan for the distribution of the report to donors;
  • Oversee participation in the Combined Federal Campaign (CFC);
  • 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/discrepancies to the Finance Department;
  • Perform other relevant duties as assigned.

Qualifications required

  • Bachelor’s degree required, Master’s degree preferred;
  • Strong writing and editing skills;
  • A minimum of three years of management level experience in a non-profit organization;
  • Experience working with pharmaceutical companies;
  • Experience in managing administrative aspects of programs;
  • Understanding of medical organizations;
  • Three to five years of experience as a fundraising professional, with emphasis on major donors, corporate sponsorships, and individual donors preferred;
  • Experience in planned giving;
  • Working knowledge of fundraising concepts and reporting;
  • Track record of success in fundraising;
  • Experience with direct mail solicitation;
  • Extensive experience interacting with board members and other decision makers;
  • Experience coordinating 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.