Employment at AACAP

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.

Director of Human Resources & Operations​

As the Director of Human Resources & Operations for the American Academy of Child & Adolescent Psychiatry (AACAP), no two days are alike. In this role, you will serve as an integral part of many functions that keep our staff happy, our building safe, and our mission supported. Working closely with the executive director, you will be responsible for managing resources effectively and within budget to ensure that AACAP operates efficiently and in compliance with all federal and state laws.

During weekly meetings with our directors, you will learn the priorities and needs of each department. You will keep us up to date on changes in HR laws and help directors understand and ensure that policies are systematically and fairly implemented. You will be our go-to for all information and administration of benefits, employee relations, and recruiting.

You will also oversee facilities management, office procurement, vendor relations, and special projects. AACAP has the benefit of owning our building and it will be up to you to make sure it is maintained and updated as necessary.

AACAP enjoys a collegial work environment and promotes activities across staff to encourage community. You will lead our staff appreciation committee which provides team building activities and staff appreciation events. In this role, you will be a major contributor to the continued success of our organization. Your support and guidance to employees and coordination of day-to-day operations will ensure smooth functioning of an efficient team.

Organization Overview

The mission of AACAP is to promote the healthy development of children, adolescents, and families through advocacy, education, and research, and to meet the professional needs of child and adolescent psychiatrists throughout their careers.

Responsibilities

Human Resources

  • Develop and administer an effective recruitment program which includes advertising in reliable sources, screening, selecting, interviewing applicants, and conducting reference checks and salary negotiations. Recommend starting salaries to the executive director for final approval and prepare the offer letters. Manage the onboarding process for all new hires.
  • Manage the salary administration program: conduct wage and salary surveys to ensure AACAP salaries remain competitive and equitable; work with directors to update and revise job descriptions to maintain accuracy; make salary recommendations to the executive director; maintain organizational charts and review job descriptions for currency. Communicate salary changes to the Finance Department for payroll.
  • Counsel staff and management on personnel-related matters, including policy interpretation, job reclassification, benefits management, and conflict resolution.
  • Maintain personnel records and ensure the organization is in compliance with legal and regulatory requirements pertaining to employment issues.
  • Maintain the Employee Handbook. Monitor changes in local, state, and federal statutes and regulations and update policies and procedures as appropriate. Communicate important changes and/or revisions to the AACAP leadership team and staff on a timely basis. Ensure all staff have a signed Handbook Acknowledgement annually in personnel records.

Benefits Management

  • Administer and maintain benefit programs and serve as the primary contact with benefit vendors – health, life, disability, flexible spending accounts, retirement, and pre-tax transportation benefit. Work with a third-party administrator to review and develop competitive, cost-effective programs for AACAP employees.
  • Serve as administrator for AACAP’s 401(a) and 403(b) retirement plans. Calculate quarterly contributions to 401(a) plan and distribute mandatory communications as required to all plan participants.
  • Encourage staff to participate in retirement planning and process all changes in both plans. Communicate with former staff with vested balances and encourage rollovers to other external qualified plans, thereby reducing plan costs and fiduciary responsibilities.
  • Supervise general business insurance coverage, including but not limited to, directors’ and officers’ insurance, omissions, general liability, and workers compensation. Work closely with brokers seeking competitive bids.

Operations

  • Direct the organization’s internal management functions and daily operations, including office services, mailing, office and building supply purchasing, and reception.
  • Oversee administrative functions pertaining to the smooth and effective operation of the building and equipment. Ensure that office equipment is operational, maintained, and repaired as needed.
  • Supervise Office/Operations Sepcialist.
  • Serve as the primary staff liaison providing professional guidance and support to the Building Advisory Group and History and Archives Committee.
  • Coordinate major aspects of building maintenance and improvements, including heating and cooling systems, plumbing, electric, snow removal, trash removal, elevator maintenance, security, etc.
  • Oversee any updates and renovations to the AACAP building.
  • Maintain the monthly staff meeting calendar.

Other Duties

  • Attend council meetings, committee meetings, and directors’ meetings, and manage related tasks and responsibilities.
  • Prepare and manage department budgets and one committee budget.
  • Motivate and implement training programs for team members to develop skills and clarify roles and responsibilities while building a supportive team environment.
  • Ensure that SOPs related to Human Resources and Operations are reviewed and updated as necessary to clarify roles and responsibilities.
  • Work with other directors to ensure that their departmental SOPs are reviewed and updated.
  • Maintain the central office calendar with regular review by directors.
  • Work with directors, members, and committees to support AACAP’s mission and policies.
  • Serve as active member in AACAP’s Retirement Investment Committee.
  • Other duties as assigned by the executive director.

Qualifications

  • Bachelor's degree required, preferably in human resources management; related graduate degree and/or Professional/Senior Professional in Human Resources (PHR/SPHR) or SHRM-CP/SHRM-SCP certification preferred.
  • Minimum of ten years of professional experience in human resources and operations management functions.
  • At least five years of department management experience.
  • Experience in benefits administration, recruitment screening and selection, and hands-on experience with payroll processing and human resources information systems required.
  • A minimum of 2 to 3 years of experience managing a complex facility and working with external contractors and vendors to maintain and upgrade all systems, the building, and grounds.
  • Excellent oral, written, and interpersonal skills.
  • Strong employee relations and negotiation skills.
  • Ability to interact with all levels of staff and membership.
  • Ability to establish and maintain effective working relationships with AACAP members, staff, and vendors.
  • Strong computer skills, including MS Office suite.
  • Ability to maintain utmost confidentiality.
  • Knowledge of children’s mental health issues a plus.

Attributes

  • Business acumen. You see the big picture and understand how the details relate to the overall mission of an organization. You have the ability to come up to speed quickly.
  • Leadership. You build effective relationships and work collaboratively across the organization. You remain focused on long-term priorities while having a keen ability to seek out relevant information and decide appropriate steps to get the desired results. You are known for your tact and diplomacy and lead with gratitude and servitude.
  • Listening skills. You take the time to learn what’s valuable and important to others. You confidently engage with staff at all levels to define needs and expectations. You solicit input, listen to what is being said, share information when appropriate, and welcome and respect divergent points of view.
  • Problem solver. You are passionate about identifying and meeting challenges through proactive alignment and engagement of key stakeholders. You have excellent critical thinking skills, dive into the details, and know what questions to ask and when. You understand the constraints other people face.
  • Judgment. You are thoughtful in approach. You demonstrate excellent judgment and you are a model of the tact and discretion required of a trusted advisor and consultative business partner. You trust your instincts and make sound decisions that are in the best interests of the company and employees.
  • Gravitas, poise, and perspective. Colleagues respect you for your HR expertise and appreciate how you can evaluate issues from both an individual and organizational perspective. You effortlessly communicate the message appropriate to your audience whether the matter is personal, or policy related.
  • Excellent communicator. You are approachable, flexible, and responsive. You confidently engage with staff at all levels.
  • Organized. Your attention to detail is supported by your excellent organization skills. You bring order to competing priorities and keep things clear, concise, and running smoothly. You efficiently track the necessary details, delegate effectively, and drive a clear process.
  • Servant leadership. You focus on meeting the needs of those you lead and understand that it is your job to develop employees to their fullest potential.

What's Attractive to the Right Candidate?

  • This is a highly visible and strategic role, vital to ensuring a successful future for the Society. Your ideas and input are an integral part of our success.
  • We offer a competitive compensation and benefits package.
  • You will work with all levels of the organization and will be a sought-after strategic advisor and HR leader.

To Apply

Simply email your resume to Ellen Greenwood at resumes@staffingadvisors.com with “AACAP – Director of Human Resources & Operations / 2018-2418 CW” as the subject of the email.

Staffing Advisors has been engaged to find the right candidate and is committed to helping create a diverse work environment for our client. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. This position may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.

Title of Position: Meetings Coordinator/Administrative Assistant
Department: Meetings and Continuing Medical Education
Reports to: Director of Meetings and Continuing Medical Education
Supervises: N/A
Date Updated: July 2018
FLSA Status: Non-Exempt

SUMMARY DESCRIPTION:
The American Academy of Child & Adolescent Psychiatry (AACAP) Meetings Department plans meetings to educate its members and other physicians, including the Annual Meeting (4,000+ attendees, including 90 exhibits), the Pediatric Psychopharmacology Update Institute (750+ attendees), the Hansen Annual Review Course (200 attendees), the Legislative Conference (200 attendees), and 50 small committee meetings (20 or fewer attendees). 

The Administrative Assistant to the Meetings Department works with the Director of Meetings and CME, Assistant Director of Meetings, and Meetings and Exhibits Manager to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct responsibility for the volunteer management portion of the Annual Meeting (Monitor Program) among other Annual Meeting projects, support of the mid-sized meetings, and most committee meetings. 

The Administrative Assistant is the Swiss Army Knife of the Meetings Department – remarkably organized; quick-to-adapt; happy to help co-workers, members, and vendors; and a detail fanatic. This position requires an individual that thrives on the desire to provide exceptional support to their team and organization, with a smile.

PERFORMANCE OBJECTIVES:

  • Responsible for all Meetings Department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; administrative paperwork; and other responsibilities as assigned.
  • Maintain and update administrative records and provide logistical and hands-on support for all AACAP meetings, including in-house events and committee meetings. To AACAP, logistical and hands-on support includes understanding meeting requirements; maintenance of travel requirements for attendees; set-up, oversight, and break-down/clean-up of in-house events; placing orders with outside vendors, and clear communication with members, vendors, and internal departments.
  • Firm and fair interaction with vendors, especially hotels and restaurants, to plan successful AACAP events. 
  • Set-up, test, troubleshoot and maintain AACAP’s Annual Meeting Monitor program, our system of coordinating student volunteers at our meetings. This program has “sold out” the past 4 years and it is expected that this program will continue to do so. Some specific duties include constant and specific communication with volunteers and internal departments to create a complex schedule, onsite training and volunteer management, and willingness to learn and use new technologies to ensure a successful program.
  • Strong writing and editing of multiple publications, including marketing pieces, web content, and scientific documents. A successful candidate will have an impeccable grasp of the English language as well as a flair for creative wordsmithing.
  • Organized multitasking to coordinate numerous smaller Annual Meeting projects, e.g., sign/copy orders, honoraria/scholarship details, reunion/reception requests, etc.
  • Serve as an administrative liaison to several committees with responsibilities including written and oral communications with committee members; detailed note-taking to create meeting minutes and communication to staff about action items; and active meeting and/or conference call participation.
  • Always ready to jump in and help with other duties as assigned.
SKILLS:
  • Positive, hard-working attitude.
  • Exceptional project management and customer service. 
  • A basic knowledge of how hotels function, meeting room arrangements/set-ups, food and beverage, when and how to obtain supplier services such as audiovisual, shipping, etc., is preferred.
  • Strong oral, written, and interpersonal communication skills. 
  • Strong attention to detail and the ability to manage multiple projects and deadlines.  
  • Must be organized, able to plan ahead to meet deadlines, able to work in a fast-paced environment, and possess excellent time management and prioritization skills.
  • Excellent computer skills, especially in Microsoft Office. Adobe InDesign, iMis, and Adobe Acrobat a plus.
  • Scientifically-inclined a plus, but if not, a willingness and enthusiasm to learn about the field of psychiatry.
QUALIFICATIONS:
  • Bachelor’s degree required.
  • Work experience in meeting or event planning preferred. 
  • Nonprofit association and medical/scientific association experience a plus.
  • Must be able to travel an aggregate of approximately 1-2 weeks per year, including some weekends.
  • Must be physically able to set up for meetings, carrying and moving items such as signs, platters, drinks, small AV equipment, etc.

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.