Employment at AACAP
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 Clinical Practice
Department: Government Affairs and Clinical Practice
Reports to: Director of Government Affairs and Clinical Practice
FLSA Status: Exempt
Date Updated: November 2019

Summary Description: Works closely with Director and clinical practice staff to plan, manage, and develop AACAP clinical practice priorities and committee projects, with a focus on regulatory affairs, payment, coding, and quality issues. Manages the Clinical Practice Program Manager and Administrative Assistant to produce tangible products and results, while achieving AACAP’s clinical practice goals and objectives. Demonstrates leadership by exercising good judgment, acting independently, and serving as part of a fast-paced team to shape and advance AACAP’s clinical practice agenda, as well as strategically managing the development of AACAP’s signature practice management products. Maintains and develops relationships with multiple outside stakeholders, policymakers, payers, and regulators. Strategizes on ways to increase non-dues revenues and Federal funding support for AACAP, its clinical practice products and programs. Advances AACAP’s interests on other compelling clinical practice matters issues of concern to child and adolescent psychiatry, as assigned.

Duties and Responsibilities:

  • Collaborates with AACAP members to support clinical practice committees with the goal of advancing their work, programs, and projects.
  • Strategically manages development of the Child and Adolescent Service Intensity Instrument© and the Early Childhood Service Intensity Instrument©, including evaluation of future development opportunities, and oversees staff who execute development plans.
  • Works with the Committee on Quality Issues on the development of Clinical Practice Guidelines and Clinical Updates. ;
  • Supports AACAP advisors to AMA, CPT and RUC on key coding and payment issues unique to child and adolescent psychiatry and staffs the Coding and Reimbursement Committee.
  • Reviews clinically-based federal regulations, drafts comments, coordinates with relevant committees or other experts for feedback, and finalizes formal communications for President’s review and submission by AACAP.
  • Maintains current knowledge of events and issues in the delivery, quality, and financing of psychiatric services to children and adolescents.
  • Provides confidential counsel to Director, as well as public and internal support for AACAP senior staff.

Qualifications

  • Bachelor’s Degree required, with at least 5 years related work experience with government, a nonprofit association, or equivalent academic, clinical, or other experience.

Skills

  • Proven staff, issues, and product management skills, leadership, and expertise.
  • Knowledge of clinical practice issues and their development by private sector and governmental bodies, as well as working knowledge of key organizations in the medical regulatory arena.
  • Knowledge of CPT coding, with familiarity of AMA CPT and RUC processes and code development strongly preferred.
  • Knowledge of IOM clinical practice guideline development process and requirements strongly preferred.
  • Ability to manage and administer multiple staff and projects simultaneously.
  • Ability to develop and maintain effective working relationships with AACAP committee chairs, members, and professionals from outside organizations with which the AACAP is associated or needs to become better acquainted.
  • Ability to communicate effectively, concisely, and clearly both in writing and in public speaking.
  • Ability to translate AACAP priorities to a variety of audiences for optimal messaging.
  • Ability to travel to outside meetings, particularly AMA, CPT and RUC meetings.
  • Cheerful, professional demeanor and team player.

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.