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: Director of Finance
Reports to: Executive Director/CEO
Supervises: Assistant Director of Finance
Date updated: March 2020
FLSA Status: Exempt Full-Time

Position Description The Director of Finance serves as a strategic thought-partner, business planner, and financial leader overseeing AACAP’s Department of Finance, and supports AACAP in financial stewardship, planning and forecasting, and risk management. The Director of Finance oversees the financial administration of the American Academy of Child & Adolescent Psychiatry’s (AACAP’s) 501(c)(3), the American Association of Child & Adolescent Psychiatry’s (AMCAP’s) 501(c)(6), and the AACAP-PAC. Working closely with all departments, this position serves as a member of the senior leadership team, and acts in an advisory capacity to the Treasurer and the Financial Planning Committee.

This position requires expertise in Generally Accepted Accounting Principles (GAAP) and a firm understanding of the financial management of restricted grants. The successful candidate will have experience proactively overseeing organization-wide budgets and effectively managing finance and accounting operations. The individual must be a self- starter with strong communications skills, impeccable integrity, and previous experience managing staff and setting and implementing strategy.

SPECIFIC DUTIES AND RESPONSIBILITIES:

  • Oversee day to day operations of Finance Department. Ensure that accounting functions are performed in a professional and confidential manner and in accordance with GAAP standards and AACAP policies. Enforce established internal controls and recommend changes as necessary.
  • Manage organizational cash flow and forecasting; oversee all accounts, ledgers, and reporting systems, ensuring compliance with GAAP.
  • Prepare, analyze, and present financial reports in an accurate and timely manner to Treasurer, Executive Director, and internal staff.  Prepare financial reports as required by Executive Committee and Council, including timely year-end close.
  • Advise the Treasurer and Executive Director in developing short, medium, and long-term financial plans and forecasts.
  • Work with AACAP Treasurer to monitor and manage cash and investment balances. Coordinate the development and implementation of investment strategy and monitor execution of strategy by outside investment counsel to ensure that AACAP policies are followed and that portfolio objectives are met.
  • Continually monitor, develop, and maintain, policies and procedures relative to GAAP, tax, and legal regulations. Perform internal control reviews on a periodic basis. Recommend and implement changes as needed to ensure safeguarding of AACAP assets and accurate financial reporting. Update Finance Department SOPs to ensure all business policies and accounting practices are documented and remain current.
  • Oversee the financial administration of and serve as Treasurer for AACAP-PAC, the Political Action Committee, to ensure sound financial management and compliance with applicable federal election laws.
  • Oversee the independent audit process, including Uniform Guidance Single Audit. Act as key contact with external audit firm on any issues related to accounting, auditing, taxation, or financial reporting. Provide or coordinate information required for preparation of all required tax filings.
  • Lead and manage all aspects of the annual budgeting process to ensure thorough and accurate presentation to the Financial Planning Committee, Executive Committee, and Council, including establishing the timeline, training new employees, taking the lead with the special funds, and guiding budget owners and volunteer leadership through the process.
  • Lead monthly/quarterly meetings with budget owners. Monitor and evaluate financial performance with senior staff and update forecasts as necessary. Recommend alternative courses of action based on results.
  • Serving as the primary contact, evaluate relationships with banking institutions. Ensure that AACAP funds are available as needed and that excess cash balances are invested to maximize returns while maintaining liquidity. Initiate wire transfers.
  • Oversee semi-monthly payroll processing and serve as back-up in the absence of the Assistant Director of Finance. Review semi-monthly payroll journals as part of internal control process. Ensure that changes to the payroll system are properly documented and have appropriate approval, if required. 
  • Serve as internal grant funding expert. Ensure that project costs for Government Grant programs are accurately allocated and reported. Ensure that financial and reporting requirements of Federal or other outside grants are met on a timely basis.
  • Work with Membership Department to ensure integrity of membership database relative to dues billings and other financial activities. Coordinate with Membership on recording dues‑related activity, such as reconciliation and transmittal of dues collected for regional organizations.
  • Serve as staff liaison to Financial Planning Committee and Grants Oversights Committee, and as an active member in AACAP’s Retirement Investment Committee.
  • Work with tax authorities to apply for and maintain tax exemption status in states where AACAP conducts business.
  • Review coverage and premiums for business insurance to ensure appropriateness.
  • Work with Directors, Members and Committees to support AACAP’s mission and financial assets.
  • Perform other related duties as assigned by the Executive Director.

 

QUALIFICATIONS:

  • Bachelor’s degree in accounting, business, or finance; MBA/CPA preferred.
  • Minimum of ten years of progressive accounting experience with a leadership background and five or more years in a non‑profit environment.
  • At least five years of management and supervisory experience leading an accounting department.
  • Ability to lead, inspire, and encourage team members to develop skills while building a collaborative team environment.
  • Expertise working with federal grants and agreements as covered under the Uniform Guidance Single Audit and Federal indirect cost rates.
  • Experience managing the finances of a 501(c)(3) and 501(c)(6).
  • Proven experience in the implementation of operational best practices, automation and streamlining of accounting functions.
  • Outstanding analytic, organization and problem-solving skills for strategic data interpretation versus simple reporting.
  • Experience presenting detailed analysis and reporting to non-financial stakeholders, including Executive Committee and Council.
  • Excellent interpersonal skills with proven ability to oversee multiple projects, prioritize, negotiate, and work with a variety of internal and external stakeholders.
  • Experience in evaluating and negotiating relationships with banking institutions.
  • Solid experience in coordinating audit activities and managing reporting, accounts payable and receivable, general ledger, fixed assets, and accounting for investments.
  • Strong computer skills.  Must have expert proficiency in Excel and other MS Office applications and accounting software. 
  • Knowledge of Great Plains is preferred. Knowledge of Association Management Systems (AMS) or membership database systems. Familiarity with iMIS is preferred, but not required.
  • Hands on experience with ADP Workforce Now, including Time & Attendance.
  • Ability to communicate clearly, succinctly, and persuasively, with all levels of staff and members while processing the ability to listen for understanding.
Title of Position: Deputy Director, Congressional and Political Affairs
Department: Government Affairs and Clinical Practice
Reports to: Director of Government Affairs and Clinical Practice
Date updated: March 2020
FLSA Status: Exempt

Position Description: The Deputy Director of Congressional and Political Affairs works with the Director of Government Affairs and Clinical Practice to advance AACAP’s legislative and political agenda and educate members of Congress about issues of importance to the profession. This position is AACAP’s representative at various coalition meetings and is a dedicated lobbyist on Capitol Hill. The Deputy Director also oversees the day-to-day operations of AACAP-PAC. Primary responsibilities include directly communicating with and lobbying Congressional Members and staff, as well as drafting documents for Congress lobbying and advocacy. This position supervises a staff of two.

Duties and Responsibilities

Congressional Relations

  • Establish relationships with and influence Members of Congress and their staff, and executive branch political appointees and elected officials. Represent AACAP at political and public policy events.
  • Represent AACAP with allied organizations.
  • Identify and analyze federal legislation pertinent to AACAP.
  • Research and draft correspondence, reports, papers and articles on legislative issues for a variety of audiences. Arrange direct contacts between AACAP members and members of Congress and/or staff, as appropriate.
  • Develop materials for meetings with congressional offices and staff. Seek opportunities for AACAP members to engage with the Executive and legislative branch officials, including but not limited to Congressional hearings and or briefings.
  • Coordinate AACAP’s Legislative Conference, hill briefings, and other departmental campaigns aimed at special legislative goals and targeted AACAP policies and programs.
  • Promote joint activities with other AACAP departments.

AACAP-PAC

  • Manage daily activities of AACAP-PAC.
  • Ensure compliance with all FEC regulations, reporting requirements, and federal laws.
  • With AACAP-PAC Treasurer oversight, coordinate and maintain PAC receipts and disbursements with Finance Department.
  • Oversee all AACAP-PAC record-keeping.
  • Oversee AACAP-PAC reports and communications for internal and external audiences.
  • Oversee management of PAC solicitation campaigns.
  • Oversee management of PAC fundraising events and actively participate in face-to-face events, as scheduled and needed.
  • Oversee management of PAC fundraising materials.
  • Educate AACAP members, including the AACAP-PAC Board of Directors, on proper and legal fundraising methods.
  • Manage the AACAP-PAC Board of Directors.
  • Plan AACAP-PAC Board Meetings with staff assistance.
  • Plan and execute formal and informal fundraising trainings for AACAP-PAC Board Members and Association Members.
  • Attend most PAC fundraisers on behalf of AACAP-PAC.

Membership Advocacy

  • Write and disseminate information to AACAP members on legislative issues affecting child and adolescent psychiatry and children’s mental illnesses.

Other Duties

  • Contribute and advise on committee projects.
  • Staff AACAP committees, Task Forces, Work Groups and any other projects or initiatives, as assigned.
  • Manage government affairs-related activities for the AACAP’s Annual Meeting.
  • Manage other activities, as assigned, for special meetings and initiatives under the direction of the Director of Government Affairs and Clinical Practice.

Qualifications

  1. Education and Training: Bachelor’s Degree required in political science, health policy, or similar education and experience with at least 5 years’ Hill experience and/or comparable association staff experience.
  2. Familiarity with child mental health issues and medicine a plus.
  3. Willingness to learn and update knowledge of the health care system, including the specific issues of child and adolescent psychiatry.
  4. Demonstrated skills and proficiency in written and verbal communications.
  5. Knowledge of legislative and regulatory processes and language.
  6. Ability to supervise staff.
  7. Solid computer skills, MS Word, Excel, Power Point, and internet savvy.
  8. Ability to coordinate on-going projects simultaneously.
  9. Demonstrated ability to work within deadlines.
  10. Knowledge of office procedures and organizational strategies.
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


Position Summary:

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
  • 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.
2) Provide Research and Training Program and Award Administration
  • 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.
3) Provide Support to the Director and RGW Department
  • 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.

Education
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.


Job Title: Deputy Director of Meetings
Department: Meetings, Continuing Medical Education & Development
Reports to: Director of Meetings and Continuing Medical Education
Supervises: Senior Conference Advisor
Meetings Coordinator
Date Updated: December 2019


Summary Description:

The Deputy Director of Meetings works closely with the Director of Meetings and Continuing Medical Education in medical education development, contract negotiation, logistics, supervision, and planning for about 50 meetings per year for AACAP, including the Annual Meeting (~4,000 attendees with 80+ exhibits), the Psychopharmacology Update Institute, the Douglas B. Hansen Annual Update Course, the Legislative Conference, the Council meetings, and over 40 other committee meetings.

Duties and Responsibilities:

  1. Manages communication regarding meetings with AACAP members on the Program Committee, Council, Executive Committee, Life Members Committee, Local Arrangements Committee, Religion and Spirituality Committee, Art Committee, various committee chairs and committee members, and thousands of presenters regarding meeting logistics, publications, and operations.
  2. Supervises the Senior Conference Advisor and Meetings Coordinator in all tasks assigned to the positions including the Committee Meetings and various Annual Meeting tasks. Meets weekly with the Senior Conference Advisor and Meetings Coordinator to review progress and responsibilities and reports to the Director of Meetings and CME about performance.
  3. Works closely with the Program Committee in developing content for educational programs and recruiting and managing program faculty. Involved in topic development, faculty selection, course preparation, program scheduling, and marketing for all meetings and other educational programs. Involved in maintaining communication with Chair, Deputy Chair, and faculty regarding all logistics, including site selection, budgets, timelines, coordination of materials for the development and production of educational materials, production of promotional brochures, onsite management and logistics, and compilation of evaluation reports. Acts as the staff liaison for this committee with the Director.
  4. 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.
  5. Primary responsibility for organizing and maintaining the Annual Meeting online scientific submission process. Works to ensure that the database is as efficient as possible, and when necessary, develops new systems and processes. Works with the database vendor to continually perfect the system for end users and AACAP staff, including data management and integrity, pulling and maintaining reports, and data communication with the iMis system. Also implements new functionality as it is available through the vendor, especially to create new member benefits and access to information. As necessary, serves as AACAP representative at database user group meeting.
  6. Primary responsibility for writing, editing, and communicating with the designer and printer for the Registration Magazine, Program Book, Institute brochures and other publications as assigned. Writes promotional and marketing pieces regarding upcoming meetings for AACAP News, JAACAP, and other publications. Oversees all other Meetings Department publications in conjunction with the Director including spring meeting brochures, exhibits brochures and guides, Institute Notebooks, and others.
  7. Responsible for most onsite logistics of the Annual Meeting including developing hotel specs, managing all contractual terms, arranging off site events/receptions, coordination with the audio-visual company and supervising the other meetings management functions for which the Meetings and Exhibits Senior Conference Advisor work directly.
  8. Reconciles and codes bills, including the Annual Meeting hotel bill, and processes reimbursements before giving to the Director of Meetings and CME for authorization.
  9. Reviews and reconciles budgets and expenditures for all meetings with the Director of Meetings and Continuing Medical Education.
  10. Participates in Annual Meeting registration meetings with members of the Member Services and IT Departments to ensure a smooth registration process. Is actively involved in providing feedback and making recommendations regarding the Annual Meeting IT systems and ensuring a user-friendly, accurate process for attendee registration.
  11. Reviews and negotiates future meeting and other contracts (as assigned) to ensure compliance with terms of contract. Also responsible for making sure that everyone in the department negotiates contracts in a consistent way and minimizes potential risk to AACAP.
  12. Prepares and implements marketing plans, as assigned.
  13. Is well-versed with the Annual Meeting program. Handles members and staff correspondence and queries by phone, email, and fax.
  14. Handles own administrative support; including copying, mailing, faxing, and general support.
  15. Serve as Director of Meetings in Director’s absence, including reviewing and responding to mail.
  16. Performs any related duties as assigned by the Director of Meetings and CME.

Qualifications:

  1. Bachelors Degree required, CMP preferred.
  2. Exceptional project management skills required.
  3. Must be organized, detail-oriented, and able to plan ahead to meet deadlines, able to multi-task in a fast-paced environment, excellent time management and prioritization skills required.
  4. Minimum seven years meetings planning experience required, at least part of which should be with a nonprofit association; preferably within a medical/scientific association.
  5. Experience planning concurrent multiple sessions (at least 6) at a large meeting (over 1000 attendees) required.
  6. Extensive database experience required with direct responsibility for either registration or program submission processes.
  7. Extensive experience in negotiating, planning, and managing medical or scientific meetings of various sizes.
  8. A strong working knowledge of how hotels function, meeting room arrangements/set-ups, food and beverage, when and how to obtain supplier services such as audio-visual, shipping, etc.
  9. Strong working knowledge of PowerPoint.
  10. Excellent computer skills, especially in Word, Excel, Adobe, and iMIS.
  11. Excellent oral, written, and interpersonal communication skills, with special attention to an understanding of written contracts and agreements and writing and editing promotional copy.
  12. Experience with abstract submission management preferred.
  13. Publications and/or marketing experience preferred.
  14. Supervisory experience preferred.
  15. Must be able to travel an aggregate of approximately 3-4 weeks per year, including some weekends.
  16. Must be physically able to set up for meetings, carrying and moving items such as signs, platters, drinks, small AV equipment, etc.

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.