Title of Position: Webmaster
Department: IS & Web Services
Reports to: Director, IS & Web Services
Supervises: N/A
Date Updated: October 5, 2017
FLSA Status: Exempt

Summary Description

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.

Qualifications:

• BS or BA in Information Systems or related field.
• Minimum 3 to 4 years HTML coding experience required.
• In-depth knowledge of HTML, CSS, JavaScript, SEO.
• 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.

​Title of Position: Director of Finance
Department: Finance
Reports to: Executive Director
Supervises: Assistant Director of Finance
Date Updated: May 2018
FLSA Status: Exempt

Summary Description:
The Director of Finance provides strategic oversight of AACAP's Department of Finance, including such areas as accounts receivable, accounts payable, banking relationships, reports, auditing, payroll, and investments. This position oversees the financial administration of the American Academy of Child & Adolescent Psychiatry's (AACAP's) (c)(3) and American Association of Child and Adolescent Psychiatry's (AMCAP's) (c)(6)  and PAC. This position also works closely with other areas such as administration, registration, membership services, information systems, and with other senior staff. The position also includes acting in advisory capacity to the Treasurer and the Financial Planning Committee and serves the team leader for finance staff.

Specific Duties and Responsibilities:

• Oversee day to day operation of accounting function. Ensure that accounts payable and receivable functions are carried out in accordance with accounting standards and AACAP policies. Supervise maintenance of general and subsidiary ledgers under the same guidelines. Ensure that operations are conducted in professional and confidential manner.
• Enforce established internal controls and recommend changes as necessary.
• 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.
• Develop, maintain, and ensure compliance with policies and procedures relative to financial functions; perform internal control reviews on periodic basis; recommend and implement changes as needed to ensure safeguarding of AACAP assets and accurate financial reporting.
• Ensure all business policies and accounting practices are documented and remain current.
• Oversee the financial administration of and serve as Treasurer for AACAP's PAC, the Political Action Committee, to ensure sound financial management and compliance with applicable federal election laws.
• Coordinate year-end audit and other contacts with outside audit firm, including Uniform Guidance Single Audit (formerly A-133). Provide information required for preparation of all required tax filings. Act as contact with audit firm on any issues relative to accounting, auditing, taxation, or financial reporting.
• Lead and manage all aspects of the annual budgeting process to ensure it is completely and accurately presented to the Financial Planning Committee, Executive Committee, and Council. This includes guiding senior staff and volunteer leadership through the process, establishing timeline, training new employees, and taking lead with the special funds.
• Act as primary contact 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.
• Prepare timely monthly financial statements for Treasurer, Executive Director, and internal staff. Review results with senior staff to determine variances and updated forecasts; and recommend alternative courses of action based on results. Prepare financial reports as required by Executive Committee and Council, including timely year-end close.
• Serve as back-up to process payroll.
• 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.
• Ensure that the project costs for Government Grant programs are accurately calculated and allocated. Ensure that financial requirements of Federal or other outside grants are met on timely basis.
• Monitor and evaluate financial performance and keep member and staff leadership apprised of financial status.
• Respond to inquiries from member and staff leaders regarding AACAP's finances.
• Maintain chart of accounts. Review and edit as needed to maximize efficiency.
• Work with Membership Department on maintenance of membership database to ensure integrity of information relative to dues billings and other financial activities. Also, work 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.
• Monitor changes in Generally Accepted Accounting Procedures (GAAP), Tax and Legal regulations which may affect AACAP and update procedures appropriately.
• 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.
• Motivate and implement training programs for team members to develop skills and clarify roles and responsibilities while building a supportive team environment.
• Review and update Finance SOPs to clarify roles and responsibilities.
• Work with Directors, Members and Committees to support AACAP's mission and policies.
• Serve as active member in AACAP's Retirement Investment Committee.
• Perform other related duties as assigned by Executive Director.

Qualifications:

• Bachelor's degree in accounting, business, or finance; CPA and/or related graduate degree 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 for managing the department.
• Knowledge and experience working with federal grants and agreements as covered under OMP Circulars A122 and A133 (Now Uniform Guidance Single Audit and Federal indirect cost rates).
• Experience managing the finances of a 501(c)(3) and 501(c)(6).
• Solid experience in coordinating audit activities and managing reporting, accounts payable and receivable, general ledger, fixed assets, and accounting for investments.
• Proven experience in the implementation of operational best practices.
• Outstanding analytic, organization and problem-solving skills for strategic data interpretation versus simple reporting.
• Strong computer skills. Must have expert proficiency in Excel and other MS Office applications and accounting software. Knowledge of Association Management Systems (AMS) or membership database systems.
• Excellent interpersonal and communication skills, ability to interact with all levels of staff and members and to explain accounting terms to non-accountants, experience in effectively communicating key data, including presentations to senior management and Board.

Title of Position: Research and Training Coordinator
Department: Research, Grants, and Workforce 
Reports to: Director, Research, Grants, and Workforce
Date Updated: May 2018
FLSA Status: Non-exempt

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.

Key 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;
• 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 web site 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, 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.   

Title of Position: Executive Office Coordinator
Department: Executive Office
Reports to: Executive Office Manager 
Date updated: May 2018
FLSA Status: Non-exempt

This position provides administrative support to the Executive Office, specifically the Executive Office Manager. 

KEY DUTIES AND RESPONSIBILITES

1. Supports the Executive Office Manager in his/her oversight of  65 committees and task forces by: providing administrative support; facilitating correspondence; keeping track of and managing the appointment process; tracking member interest in serving on various committees; working with the Program Manager of Training and Education to advertise committee openings for residents, maintaining committee records in membership database; coordinating appointment letters, reappointment letters, and roll off letters, coordinating the collection of necessary disclosures; overseeing maintenance of mailing lists and rosters; and providing support and guidance to staff liaisons.
2. Serves as Staff Liaison to some AACAP committees. This includes participating in committee calls, working with the chairs to set up meetings/calls, and managing each committee’s budget. 
3. Works with Executive Office Manager to develop agendas for Executive Committee, Council, Assembly, other committees managed by the Executive Office, weekly departmental; and monthly staff meetings. 
4. Prepares meeting materials for Executive Committee, Council, Assembly, and Executive Office committee meetings. Duties include: informing staff of related deadlines and requirements; reviewing information with Executive Office Manager; assembling meeting materials; preparing mailing labels; preparing electronic files; and mailing/emailing meeting materials. This position is responsible for maintaining adequate supplies for notebooks/meeting materials. 
5. Assists the Executive Office Manager in tracking the completion of all Executive Committee, Council, or Assembly action items. This includes follow up with all AACAP departments.  
6. Handles duties related to the Annual Meeting, including: maintaining lists and RSVPs for Special Invites and President’s Reception; entering the invite lists into the database; staffing the on-site staff office; organizing and ordering supplies for the on-site staff office, preparing materials for the Executive Office, communicating with plenary speakers; coordinating stage seating chart, drafting the Karl Menninger Plenary PowerPoint; providing general support to the Executive Office manager; and other duties as assigned.
7. Handles duties related to the Council, including: maintaining current roster; maintaining current letterhead, developing weekly correspondence; tracking incoming votes; attending semi-Annual Council meeting and taking minutes; overseeing the advertising and appointment process of the Jerry M. Wiener Resident Member of Council and John E. Schowalter Resident Member of Council, and other duties as assigned.
8. Handles duties related to the Assembly of Regional Organizations, including: participating in monthly Assembly Executive Committee calls; maintaining handbooks, including the Regional Organization Manual (ROM) and the Delegate Orientation Manual (DOM);  working with the Assistant Director of Member Services to maintain current information regarding Regional Organizations; providing support and guidance to regional organizations; attending semi-annual Assembly meetings and taking minutes; preparing meeting materials; assisting with registration at Assembly meetings; maintaining the email listserv; preparing the monthly Assembly newsletter; overseeing the Assembly Catchers in the Rye Awards and Assembly Catchers in the Rye Awards Selection Committee; and other duties as assigned.
9. Supports the Executive Office Manager in the annual election process, including: interacting with election company; communicating with candidates to get biographical information, disclosures, and photos; preparing related correspondence; responding to member inquiries; and other duties as assigned.
10. Handles holiday card process, including working with staff to develop the mailing list; coordinating with staff to sign the cards; and preparing labels.
11. Writes correspondence, reports, and documents as requested by the Executive Office Manager.  This may include correspondence of the President, Executive Director, Assembly Chair, Committee Chairs and Executive Office Manager.
12. Responds to telephone inquiries as needed. Screens phone calls, answers inquiries, and takes written messages for the Executive Director.
13. Collects, distributes, and prepares Executive Office incoming mail and outgoing mail. 
14. Photocopies outgoing correspondence and documents from the Executive Office.
15. Maintains Executive Office’s electronic and hard copy files, per AACAP policies.
16. Prepares Executive Office submissions to AACAP News, published six times per year.
17. Maintains the departmental task list and calendar.
18. Assists with front desk phone duty as assigned.
19. Updates the Executive Office’s SOPs as necessary.
20. Assumes other duties as assigned. 
21. 
    SUPERVISORY RESPONSIBILITIES 
    This job has no supervisory responsibilities.
    
    QUALIFICATIONS:

 

• Bachelor’s degree required
• Two years of office experience (preferably within an association) or equivalent experience preferred  
• Excellent interpersonal skills, a team player attitude and customer service skills are required
• Excellent written and verbal communication skills required
• Must be highly organized and capable of handling multiple projects simultaneously 
• Proficiency in Microsoft Office required 
• Experience working with VIPs preferred 
• Database management experience preferred (iMIS)  
• Passionate about making a difference for children’s mental health

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.