Employment at AACAP

Title of Position: Web Manager
Department: Communications & Member Services
Reports to: Director of Communications & Member Services
Supervises: N/A
Date Updated: February 2019
FLSA Status: Exempt

Summary Description

AACAP’s Web Manager is responsible for managing and maintaining all AACAP web assets and supporting the strategic direction and vision for the website.
The position is responsible for providing technical support during conceptualization and implementation phases to transform requirements into working solutions. This includes involvement with users to define system scope and objectives, as well as contributing to design decisions.
The ideal candidate will also have a knack for analyzing data and monitoring web successes and failures to influence AACAP’s website strategy.

Duties and responsibilities

  • Maintains and updates AACAP website(s)
  • Determines the size, design, and arrangement of digital media on page layouts
  • Achieves results in high-pressure environments, requiring professional deliverables with a quick turn-around
  • Proactively seeks opportunities to improve the website
  • Leads major cross-functional projects with several key stakeholders
  • Works closely with Database Manager to ensure all e-commerce modules are established and properly integrated in iMIS and on the website
  • Follows and provides feedback on policies and procedures for AACAP websites (content, style, functionality) established in AACAP’s Style Guide and by the Web Editorial Board (W.E.B.)
  • Works with director to support W.E.B.
  • 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
  • Builds online surveys as needed
  • May work extended days and/or weekends as necessary as assigned by Director
  • Performs other related duties as assigned

Qualifications:

  • Bachelor's degree in Web Programming/Design or related field preferr
  • Minimum 3 to 4 years managing websites, microsites, etc.
  • Understanding of coding in languages HTML5, JavaScript, and CSS required
  • Must be proficient with responsive design frameworks, publishing, and design software
  • iMIS RISE or comparable content management system experience strongly preferred; SQL software experience preferred
  • Strong working knowledge of MS Office Suite and Adobe Creative Suite for the creation, production, and manipulation of both text and graphics for the website
  • Prepare reports for staff and key stakeholders on trends, website statistics, and usability utilizing Google Analytics and other web monitoring tools
  • Ability to translate metrics into recommended actions
  • Proven ability to work creatively and analytically in a problem-solving, team-oriented environment
  • Proactive and self-motivated with a strong sense of ownership
  • Strong eye for design
  • Outstanding attention to detail
  • Excellent verbal and written communication skills and highly effective interpersonal and customer service skills required
  • Experience with a nonprofit or publishing company a plus

​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: 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.