Employment at AACAP

​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 and Continuing Medical Education Coordinator
Department: Meetings and Continuing Medical Education
Reports to: Director of Meetings and Continuing Medical Education
Supervises: N/A
Date Updated: April 2019
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 Meetings and Continuing Medical Education Coordinator works with the Director of Meetings and CME, Deputy Director of Education and Recertification, and Assistant Director of Meetings, as well as others in the department, 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 Coordinator is the Swiss Army Knife of the 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 department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; administrative paperwork; compilation of meeting evaluations, 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, scientific documents, and PowerPoint presentations. 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.

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

SUMMARY DESCRIPTION:

The Communications Manager plays a central role in managing AACAP’s communications activities and strategies that help advance the organization’s mission and priorities and increase awareness and visibility. The Communications Manager works under the direction of the Director, Communications & Member Services, and in collaboration with the Member Services team. The Communications Manager engages with the entire AACAP staff across multiple program areas. Work focuses on creating compelling and strategic communications content to advance the mission of AACAP.

This position is responsible for creating deliverables and managing strategies (both online and in print) to support internal and external communications. The role includes communications strategy development, content development, calendar building, light graphic design, and oversight and participation in all elements of AACAP’s social media efforts.

Strong reporting, writing, and editing skills, as well as command of AP Style is a must. Excellent organizational and analytical skills with unwavering attention to detail required. The individual must manage multiple projects at once, including overseeing AACAP’s JobSource Program and serving as the Production Editor for AACAP News – our bi-monthly membership newsletter.

The position requires excellent writing skills and a strong project management foundation. The Communications Manager is responsible for writing press releases, working with both members and staff, generating articles for internal and external publications, and managing AACAP’s social media presence/footprint. This position has the freedom to execute their own ideas, but will be responsible for measuring and reporting on the success of campaigns and initiatives, especially for social media.
To complement our Communications team, we seek a proven leader and creative digital expert with outstanding communications, project management, content development, and organizational skills. The ideal candidate is capable of working across disciplines, happy to embrace and lead change, and ready to help bring AACAP’s communications efforts to the next level.

To complement our Communications team, we seek a proven leader and creative digital expert with outstanding communications, project management, content development, and organizational skills. The ideal candidate is capable of working across disciplines, happy to embrace and lead change, and ready to help bring AACAP’s communications efforts to the next level.

Key Responsibilities 
  • Responsible for all department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; administrative paperwork; compilation of meeting evaluations, and other responsibilities as assigned.
  • Manages all internal and external communications campaigns, including but not limited to: social media, email communications/marketing, and media follow-up
  • Manages AACAP’s communications strategy across multiple channels, including social media, brand management, and new publications
  • Serves as Production Editor for AACAP News, Owl Newsletter, and AACAP’s Annual Report
  • Works with all departments to send targeted emails and manages the email calendar
  • Manages tone and voice on social channels and works closely with members, staff, and others on crisis management as needed
  • Manages AACAP’s online advertising and recruitment tool (JobSource) as well as AACAP News advertising
  • Ensures adherence to style guidelines across all internal and external communication channels
  • Receives and fields media speaking requests, and works with appropriate departments on execution and promotion
  • Works with Director and Web Manager to monitor content of website, especially homepage
  • Manages special projects and other duties as required helping to promote department’s success
  • Stays up-to-date on all current social media landscape changes, trends, and best practices
  • Serves as staff liaison for multiple AACAP committees
  • Manages member feedback including emails, phone calls, and onsite
  • Assists with onsite/events including registration, logistics, and preparation
Core Competencies:

Strong strategic skills and demonstrated ability to solve problems, balance the needs of diverse groups, and carry projects through at a high level of excellence, on time and on budget.

  • Positive, hard-working attitude.
  • Proven abilities in verbal, written, multimedia, and presentational communication skills, with demonstrated ability to clearly convey complex ideas to a variety of audiences
  • Preferably have a breadth of experience spanning writing, editing, and basic design
  • Fluency in multiple communications and marketing channels – especially social media – and data analytics
  • Strong organizational skills and ability to manage multiple projects in a fast-paced, deadline-oriented environment
  • Serious attention to detail and a commitment to excellence
  • Managing production of creative projects, such as ads, infographics, and other collateral
  • Manages day-to-day workflow for communications team including newsletters, media monitoring, weekly calendars, etc.
  • Engages in variety of communications research tasks that support overall strategic goals of AACAP
  • Advanced knowledge and understanding of social media platforms and strategies to drive engagement and grow/increase presence across platforms
  • Ability to work under pressure and set priorities in a fast-paced environment
  • Ability to meet deadlines consistently, particularly those requiring very quick turnaround
  • Willingness to work during non-standard business hours
  • Ability to establish and maintain effective and harmonious work relations with other staff members
QUALIFICATIONS:
  • Bachelor’s degree required.
  • BA or BS Degree in Communications or related field
  • Two to four years working in communications or marketing field
  • Flexible approach to changing priorities and methods
  • Ability to work independently and collaboratively, as projects require
  • Excellent customer service skills
  • Self-driven, confident with high standards of quality
  • Innovative, creative self-starter
  • Excellent oral and written communications skills
  • Comfortable working in a small, closely-knit office without a lot of formal structure
  • Excellent computer skills – Microsoft Suite
  • Familiarity with Adobe Suite and/or InDesign
  • Experience with iMIS is a definite plus

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.