Job Title: Research and Training Coordinator
Department: Research, Grants, and Workforce
Reports to: Director, Research, Grants, and Workforce
FLSA Status: Non-exempt
Date Updated: January 2020
The Research and Training Coordinator is responsible for providing administrative support to the Research, Grants, and Workforce Department (RGW). The Coordinator 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 Research and Training Coordinator will:
1) Support Committees and Programs
2) Provide Research and Training Program and Award Administration
- Serve as liaison for the Substance Use Committee, the Early Career Psychiatrist Committee, and the Klingenstein Third Generation Foundation;
- Draft minutes and make conference call and meeting arrangements (e.g., hotel, travel, meals, work books, activities, and follow-up);
- Assist the Director, Assistant Director, and Training and Education Manager with staffing projects related to the Annual Meeting, and with managing AACAP related Committees including the Research Committee, Psychopharmacology Committee, Training and Education Committee, Medical Students and Residents Committee, Diversity and Culture Committee and the Triple Board and Post Pediatric Portal Program Committee;
- Responsible for cultivating/maintaining relationships, contracting, and evaluating an extensive variety of suppliers, including hotels, audio-visual companies, audio-taping companies, designers, convention bureaus, insurance providers, travel agencies, exhibit decorators, art/graphic designers, reception sites, database managers, printers, and other vendors.
- Assist members in completing assigned tasks as requested by committee chairs and members;
- Plan and market committee-sponsored programs and initiatives to appropriate groups;
- Assist in monitoring committee budgets; and.
- Assist with the management of workforce data collection, analysis and reporting.
3) Provide Support to the Director and RGW Department
- Develop and implement award program processes including SOPs, marketing, scoring of applications, progress reports, evaluations, and budgets;
- 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;
- Collaborate with Research, Grants, and Workforce staff and committee selection committee members to select awards;
- Maintain and test the online awards system; 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.
- Assist the Director and Assistant Director in the production of the Scientific Proceedings publication;
- Set up conference calls;
- Process reimbursement requests;
- Process credit card statements
- Assist in the development of AACAP’s workforce maps
- Order supplies;
- Update website content;
- Respond to requests for Research and Training information;
- Provide relief according to the “Phone Duty Schedule” to the receptionist and assist other departments with back-up for days when the receptionist is out;
- Participate in Department and AACAP staff functions; and
- Other duties as assigned.
A bachelor’s degree is required. A degree in health administration, psychology, psychiatry, or health-related field is preferred.
Experience and specific skills
1-2 years related work experience is required. Candidates should possess very strong written and interpersonal skills, attention to detail, the ability to manage multiple projects and deadlines, and have an interest in children’s mental health issues. Candidates should be 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.