Advocacy & PAC Manager
Department: Government Affairs and Clinical Practice
Reports to: Deputy Director, Congressional and Political Affairs
Date Updated: January 2, 2018
FLSA Status: Exempt
The Advocacy & PAC Manager provides daily communication, research, issue monitoring, and direct support to the department’s Director and Deputy Director, with an emphasis on PAC management and fundraising. The Government Affairs department is responsible for advocating to advance AACAP’s legislative priorities at the federal and state levels and working with AACAP members to develop the organization’s clinical policies. The position will be responsible for the administrative functions of AACAP-PAC, including, but not limited to, creating AACAP-PAC communications, materials, conducting solicitations both in-person and in written form, assisting in preparing materials and logistics for AACAP-PAC Board meetings, updating AACAP-PAC’s website, representing AACAP and/or AACAP-PAC at a variety of events, including, but not limited to, “meet and greets,” congressional hearings and briefings, and medical association PAC meetings. In addition to working on AACAP-PAC, this position will be responsible for drafting regular bi-weekly AACAP Advocacy Updates and periodic issue briefs, ad-hoc lobbying, as directed; arranging congressional visits for Legislative Conference attendees, families, and Resident Fellow grant winners; logistics and other material preparation AACAP’s Legislative Conference, and updating the advocacy sections of AACAP’s website, and AACAP-PAC’s website.
Duties and responsibilities
- Act as principal drafter of AACAP Government Affairs signature bi-weekly AACAP Advocacy Updates, federal action alerts, and advancing AACAP grassroots priorities;
- Manage the day-to-day administrative functions of AACAP-PAC; including but not limited to: contribution processing, PAC website management, PAC database management, FEC fillings, ensuring contributions meet all FEC requirements, and attend in-person fundraising at various AACAP events;
- Provide support for AACAP-PAC’s Board, including: drafting and proofreading routine correspondence and documents, preparation of AACAP-PAC meeting documents, maintaining all chronological and subject files, and working to ensure face-to-face and other meeting logistics;
- In coordination with the Deputy Director, take the lead on PAC board management, fundraising, campaign development, written PAC solicitations, and creating promotional and educational materials for AACAP-PAC; Assist as needed in monitoring federal legislative and regulatory initiatives pertaining to department priorities;
- Lead special projects/activities, including collecting member responses for surveys, doing research for regulatory/ legislative initiatives, presentations, or member requests, as assigned;
- Assist in scheduling and preparation for Association committees’ conference calls and face-to-face meetings;
- Co-manage AACAP’s Legislative Conference, including scheduling Hill meeting appointments for attendees, families, and Resident Fellow grantees, working with other organizations to recruit family and youth advocates, creating promotional materials, creating advocacy materials, and assisting with meeting logistics;
- Compile and ensure filing of AACAP’s and Individual Lobbying and Contribution Reports (LDAs) on a respective quarterly and bi-yearly basis, as mandated by law for AACAP and AACAP-PAC;
- Monitor and update department’s materials on the website for accuracy and content, including maintaining AACAP-PAC’s website;
- Attend and report back on meetings, hearings, and conferences as assigned;
- Support department staffing of the AACAP delegation to the American Medical Association (AMA) annual and interim meetings;
- Provide staff liaison support to AACAP committees, as assigned;
1. Education/training/work experience
- Bachelor’s degree, preferably with a concentration in political science or psychology;
- 1-3 years of PAC experience;
- Knowledge of the legislative/regulatory process;
- Knowledge of association work and/or equivalent experience of 2-4 years;
- Knowledge of children and/or mental health issues preferred;
- Some Hill or political experience strongly 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 and other standard programs;
- Strong oral communication skills;
- Resourcefulness in handling phone calls, unscheduled requests and events, and trouble-shooting in the absence of supervisors;
- Ability to work independently as well as with other staff members, and to meet deadlines;
- Ability to be work within our team and to work with different departments on collaborative projects;
- Positive attitude, pleasant demeanor, and willingness to learn and grow.
Job Title: Development Coordinator
Reports to: Deputy Director of Development
FLSA Status: Non-exempt
Date Updated: December 2017
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.
Duties and Responsibilities:
Manages and Implements Donor Acknowledgement, Stewardship Activities, and Fundraising Metrics
Supports Development Programs and Initiatives
- 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;
- Accesses check logs, drop box log, and donor records to identify new donations and coordinates generation of all thank you letters and signs thank you letters for donations under $100;
- 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 maintain 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.
Industry and Corporate Sponsorship Liaison
- Supports Development, Gifts and Endowment, and the Taskforce on Awards and Special Funds 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
- Catchers in the Rye Humanitarian Award
- Coordinates AACAP Publication advertisements and special features;
- Works with AACAP Information Systems team to ensure full utilization of technological resources.
- Manages submission, execution and reporting of pharmaceutical, foundation, and corporate grants in accordance to AACAP’s Operating Principles. Will work 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 the Spring 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;
- Manages transfers of funds as needed;
- Coordinates yearly participation in the Combined Federal Campaign;
- Works with consultant to keep state charity licenses active and current;
- Other duties as assigned.
- Bachelor's degree required, Master's degree preferred;
- Bachelor’s Degree (required), Master’s Degree (a plus);
- Minimum 3-5 years administrative and fundraising 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: Webmaster
Department: IS & Web Services
Reports to: Director, IS & Web Services
Date Updated: October 5, 2017
FLSA Status: Exempt
The position is responsible for updating, maintaining and ensuring the quality and integrity of the Academy’s overall online presence including websites, online systems and related web activities.
Duties and responsibilities
- Maintains and updates all AACAP websites.
- Ensures website content is accurate and up-to-date.
- Analyzes and reports website statistics.
- Implements and maintains all technologies, programs and functionality on AACAP websites.
- Works closely with the various internal departments to ensure all website pages are updated on a regular basis.
- Works closely with Database Manager to ensure meetings, publications, and other e-commerce modules are set up properly in iMIS and on the website.
- Works with Database Manager to implement, maintain, and troubleshoot iMIS Web modules.
- Establishes policies and procedures for AACAP websites (content, style, functionality).
- Oversee website layout, user experience, navigation scheme, and architecture.
- Collaborates with leadership and staff to develop long-term strategies to support AACAP needs.
- Documents and maintains system processes as applications are developed, modified, and/or upgraded.
- Works with outside vendors to implement, maintain, and troubleshoot third party and external online systems.
- Collaborates with employees to ensure online systems meet the Academy’s needs.
- Tests new applications and troubleshoots existing applications.
- Sets up online surveys as needed.
- Provides guidance and training to new and existing staff members on Internet related applications.
- Serves as staff and technical resource to assigned committees.
- May work extended days and/or weekends as necessary as assigned by Director.
- Performs other related duties as assigned.
- BS or BA in Information Systems or related field.
- Minimum 3 to 4 years HTML coding experience required.
- iMIS RISE or comparable Content Management System experience strongly preferred.
- SQL software experience preferred.
- Knowledge of responsive web design.
- Experience with Tableau a plus.
- Working knowledge of MS Office Suite, Adobe Acrobat, and Photoshop.
- Ability to interpret Google analytics into reports and recommendations.
- Excellent verbal and written communication skills, as well as highly effective interpersonal and customer service skills, required. Must be able to handle multiple and tight deadlines.
- Ability to work in a fast-paced, team-oriented, hands-on environment and work effectively under pressure; meet deadlines; organize and prioritize multiple tasks with attention to detail and maintain a flexible approach to changing priorities and methods.
- Ability to work independently and collaboratively, as projects require.