Employment at AACAP

Position Title: Membership Marketing Manager
Department: Communications & Member Services Department
Reports to: Director, Communications & Member Services
FLSA Status: Exempt
Date Created/Revised: June 27, 2017

The Membership & Marketing Manager works with the Communications & Member Services Department to develop marketing plans and campaigns targeted at membership recruitment and retention. This position also works together with other AACAP departments to create marketing plans and campaigns that promote AACAP’s products, programs, awards, and events.

The Membership & Marketing Manager builds and maintains positive relationships with current members, gathers information on changing member needs and trends, and supports efforts to increase recruitment and retention rates.

This position works closely with the Director, Communications & Members Services, Assistant Director, Member Services, and Member Services team in maintaining and managing the daily activities and duties of the day to day running of the Communications & Member Services Department.

The Membership & Marketing Manager also assists with daily content management work, which includes managing projects and maintaining membership & consumer oriented webpages. This position maintains and updates content that is accurate, engaging, and conveys an image that is AACAP oriented, inviting and progressive, while following the guidelines of AACAP’s mission.

This position handles the day-to-day member recruitment & retention activities and provides support as needed to the Communications & Member Services team. This position is also responsible for conference registrations, acts as the staff liaison for various committees and provides overall excellent customer service. The Membership & Marketing Manager performs other related duties as assigned.

KEY DUTIES AND RESPONSIBILITES

Membership

  • Handles member feedback including, emails, phone calls, surveys, and onsite
  • Provides support and response to incoming calls and emails
  • Assists with onsite annual meeting logistics and preparation
  • Communicates professionally and effectively, both orally and in writing, with members, leadership, and staff
  • Maintains department status reports related to position responsibilities
  • Drafts or revises procedures and SOPs based on position responsibilities

Marketing

  • Develops, executes, and measures promotional plans to engage, recruit, and retain members/membership
  • Participates in marketing strategy development and execution
  • Gathers project requirements and information from multiple sources including internal stakeholders, operations, competitive analysis, and market research
  • Utilizes data to develop appropriate customer acquisition and retention strategies by identifying potential membership markets, and monitoring trends
  • Conceptualizes and designs new elements to better suit the needs of the changing membership
  • Assists the Communications Director in identifying potential projects and image standards
  • Drafts creative briefs and provides advice/direction for AACAP staff with any/all marketing efforts

QUALIFICATIONS:

Effective in oral and written communication, including excellent telephone manner, required to build rapport with prospective and existing members. Ability to prioritize, multiple tasks, develop processes and meets deadlines.

  • BS/BA degree required, preferably in marketing, communications, or related field
  • Association experience strongly preferred
  • Proficiency with social media & social media monitoring tools
  • Self-driven, confident with high standards of quality
  • Innovative, creative self-starter with excellent oral and written communications skills
  • Comfortable working in a small, closely-knit office without a lot of formal structure
  • Strong organizational skills, with ability to multi-task.
  • Excellent computer skills – Microsoft Suite
  • Familiarity with Adobe Suite and/or InDesign
  • Experience with iMIS is a definite plus

Title: Continuing Medical Education and Recertification Manager
Department: Meetings and Continuing Medical Education
Reports to: Deputy Director of Education and Recertification
Supervision: N/A
Date Updated: May 2017
FLSA Status: Exempt

Summary Description: The Continuing Medical Education and Recertification Manager is responsible for being the primary resource for AACAP members and staff on Accreditation Council for Continuing Medical Education (ACCME) and American Board of Psychiatry and Neurology (ABPN) rules and regulations. The manager also works with the Deputy Director of Education and Recertification to execute CME programs and products that meet the ABPN's Maintenance of Certification process. The Manager must have excellent project management, organizational, writing and editing, and customer service skills.

DUTIES AND RESPONSIBILITIES

  • Acts as an expert on the American Board of Psychiatry and Neurology (ABPN)'s Maintenance of Certification requirements, and ensure AACAP staff is updated on changes/processes, and AACAP's programs comply with ABPN requirements. Disseminate information to members on these complex requirements.
  • Acts as an expert on the Accreditation Council for Continuing Medical Education (ACCME)'s Essential Areas and Elements, Criteria for Accreditation and Standards for Commercial Support. Ensure AACAP staff is updated on changes/processes, and AACAP's programs comply with ACCME requirements.
  • Manage specific aspects as assigned with the ACCME's reaccreditation process when applicable and specifically in 2018. This involves detailed knowledge of all of AACAP's CME activities and ACCME's accreditation criteria, and is a critical element to AACAP's mission.
  • Coordinate the process of keeping records for all of AACAP's CME activities on an ongoing basis to prepare for future reaccreditation processes.
  • Manage the process of monitoring speaker disclosure violations and bias/conflict of interest issues for CME activities, and advise the CME Committee's Subcommittee on Comment Review on these issues. Work with the CME Committee to resolve these issues, including contacting individual speakers and providing feedback and instruction. Manage the process of the Annual Meeting Institute question writing including forming the teams of committee members, providing instructions on question writing, providing the speaker slide materials to write questions, uploading the questions into the database, drafting member emails, executing pre- and post-tests, tabulating results for the evaluation notebook.
  • Manage the process of Lifelong Learning Module production including: article nominations and selections; coordinating literature review process; acquiring permission for reproduction of articles and other materials; conducting literature searches, when required; compiling module; adding module to Confex. Manage the use of an electronic module review process, including working with Confex, working with AACAP's IT department, instructing and training committee members to use the system, acting as the database manager for the system, and implementing improvements.
  • Manages AACAP's module printing and order fulfillment process with the fulfillment vendor.
  • Manage the Self-Assessment Question database, including working with Confex in all stages of development, working with AACAP's IT department, and instructing and training committee members to use the system if applicable.
  • Ensure the technology solutions for the module and self-assessment question database, among others, are user-friendly systems and suggest and make improvements as needed.
  • Respond to member requests for information, including requirements of recertification and CME, ordering modules, grading module CME exams, and issuing CME certificates.
  • Facilitate the launching/maintaining of CME/MOC programs, including; preparing front matter, editing of content, reporting any changes in material to the vendor, and updating AACAP's CME webpage with descriptions and links. CME/MOC programs include but are not limited to the Annual Meeting Self-Assessment exam and Workshop, online Institute questions, Performance in Practice tools, and any future online CME programs.
  • Apply for ABPN approval of all MOC products.
  • Manage working with AACAP's vendor Confex, working with them on CME/MOC related projects including the article nomination system, the annotation and question system, and other system elements as applicable, and reviewing new features as they are available and making necessary improvements.
  • Manages AACAP's session recording vendor, working with them to update and maintain the Learning on Demand site with meeting content, working with the meetings team to coordinate recording of sessions, taking the lead in post-meeting review of content on the site, managing order forms, leading marketing strategy, reviewing new features as they become available, and identifying ways to increase revenue. Maintains session recording royalty report on a monthly basis.
  • Lead the Department in organizing, tabulating, analyzing, and distributing evaluations from all of AACAP's educational activities to presenters and AACAP staff.
  • Provide guidance to the Communications Department in developing marketing plans for the promotion of MOC Programs, including: researching possible advertising options, drafting text for promotional pieces, working with designers/AACAP staff to create advertisements, and preparing final marketing proposal.
  • Makes recommendations to increase MOC opportunities for members based on leadership priorities.
  • Keeps abreast of MOC/CME trends in the industry and shares with other department members.
  • Creating and maintaining monthly reports that detail the activity level of online CME programs.
  • Updating the AACAP's Maintenance of Certification and Continuing Medical Education webpages with up-to-date information and requirements set forth by the ABPN.
  • Staffs the Physically Ill Child Committee and Emergency Psychiatry Committee, including creating agendas, minutes, and reports; scheduling and participating in conference calls; maintaining rosters; monitoring list servs, communicating with other staff members about overlaps in committee projects and goals; advise members on AACAP policies and functions.
  • Assist with staffing the Continuing Medical Education Committee and Lifelong Learning Committee, and others as they are assigned, including creating agendas, minutes, and reports; scheduling and participating in conference calls; maintaining rosters; monitoring list servs, communicating with other staff members about overlaps in committee projects and goals.
  • Lead the Department in organizing, tabulating, analyzing, and distributing evaluations from all of AACAP's educational activities to presenters and AACAP staff.
  • Identify administrative tasks that can be streamlined in the department so a greater focus can be employed for MOC/CME program content development.
  • Maintains the Meetings and CME Department's credit card statement and conference call bills on a monthly basis.
  • Maintain the quality of all products of the Department, including accuracy of spelling, grammar, and style of all correspondence, articles, and other documents as assigned.
  • Involved in general editing of departmental publications.
  • Performs any related duties as assigned.

QUALIFICATIONS:

  • Bachelor's degree required.
  • Five years related work experience in continuing medical education / project management a plus.
  • Experience implementing ACCME and Maintenance of Certification projects/programs.
  • Solid oral, written communication and copy-editing skills.
  • Strong attention to detail.
  • Organizational skills, including ability to manage multiple projects simultaneously.
  • Proficiency on computer, including word processing, Excel, PowerPoint, data bases, and email; and learning management systems a plus.

Job Title: Director of Development
Department: Development
Reports to: Executive Director
Supervises: Development Coordinator
Date Updated: February 2017

Summary Description:

The Director of Development is responsible designing, implementing, monitoring, and evaluating fundraising and development activities through that reflect and support the mission and priorities of the American Academy of Child and Adolescent Psychiatry (AACAP) with a focus towards corporate and major gifts, and individual giving.

Duties and Responsibilities:

  • Set goals and corresponding strategies for the Development team to achieve on annual basis that support AACAP's priorities;
  • Cultivate donations to the Campaign for America's Kids (CFAK), AACAP's primary fundraising vehicle;
  • Encourage member participation in the 1953 Society;
  • Collaborate with the Development Committee to develop fund raising goals for the Campaign for America's Kids (CFAK) and other Development Committee initiatives;
  • Oversee all administrative aspects pertaining to development including, execution and record keeping of LOA's and management of accurate records including donor acknowledgment and donor cultivation.
  • Ensure payments are received and filed in accordance with AACAP guidelines;
  • Oversee correspondence for all donations, including writing and sending thank you letters and other notes of acknowledgement on behalf of the AACAP President;
  • Provide the Meetings and CME department with appropriate materials to support AACAP's ACCME Certification Purposes;
  • Solicit sponsorship for all AACAP Meetings, including the Annual Meeting, January Psychopharmacology Update Institute, and Hansen Review Course;
  • Oversee the Corporate Roundtable with the Biomedical Industry and other sponsors at least annually and more often as necessary;
  • Manage donor recognition events at the Annual Meeting;
  • Work with AACAP's leadership to identify giving opportunities with the membership and their contacts;
  • Work with Finance to oversee the growth and maintenance of the Endowment Fund and planned giving;
  • Work collaboratively with AACAP departments and committees in developing fundraising plans for specific projects, including the Life Members Fund;
  • Manage the End of the Year appeal;
  • Collaborate with the Communications Department on the development of the Annual Report, including a plan for how to distribute the report to donors;
  • Use directories, online services, trade publications, and other sources to research potential donors and funding sources;
  • Oversee participation in the Combined Federal Campaign (CFC);
  • Correspond with funders and potential funders to ensure lasting relationship and continued communication;
  • Oversee the planning and implementation of special donor or fundraising events, including Break the Cycle;
  • Oversee production of written materials/brochures related to development efforts such as the Campaign for America's Kids (CFAK), including writing articles for AACAPNews;
  • Develop donor recognition activities and tools;
  • 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 and/or discrepancies to the Finance Department; and
  • Any other duties, as assigned.

Qualifications

  • Bachelor's degree required, Master's degree preferred;
  • A minimum of seven years of experience as a development professional, with emphasis on major gift solicitations, corporate sponsorships, and individual giving;
  • A minimum of three years of management level experience in a non-profit development department;
  • A solid understanding of the functional operations of medical organizations;
  • Working knowledge of fundraising concepts, proposal writing, and donor software and reporting, including peer-to-peer fundraising software;
  • Proven track record of success in fundraising;
  • Experience with corporate, major gifts, and direct mail solicitation;
  • Extensive experience interacting with high level contacts, including board members and corporate representatives;
  • Experience coordinating and educating 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.

Job Title: Assistant Director of Member Services
Department: Communications & Member Services
Reports to: Director of Communications & Member Services
Supervises: Membership Coordinator
Date Updated: June 2017

Summary Description:

Under the supervision of the Director of Communications & Member Services, the Assistant Director of Member Services is responsible for the management of membership operations, including development and implementation of member recruitment and retention strategies.

Duties and Responsibilities:

  • Provides the member services team with strategic direction, management, and guidance in recruitment and retention, and maintenance of AACAP Member records;
  • Responsible for managing the daily operations of the membership department including, but not limited to, changes in coverage, applications, cancellations, payment processing, renewals, etc;
  • Develops strategies for and assists with developing, implementing, and evaluating data-driven campaigns for AACAP’s membership programs and services;
  • Responsible for supervising staff, budget development, financial management, data analysis, and short and long-range planning;
  • Reinforces quality control and data integrity, in collaboration with the Database Manager, of all member and prospect information in the database through accurate data entry and correction through proactive monitoring and maintenance of data standard;
  • Staffs assigned AACAP committees and Task Forces;
  • Serves as integral part of AACAP’s Regional Organization Support Team which works to improve communication, functionality, and operations of AACAP’s Regional Organizations;
  • Communicates regularly with members and Regional Organizations to increase awareness of products and services through site visits, phone calls, member interviews, presentations and briefings, and interactions at conferences and meetings;
  • Provides reports to Director of Communications & Member Services on developments and activities;
  • Serves as Registrar for AACAP meetings, including the Annual Meeting. Duties include:
    • Serves as project lead with internal staff from various departments and outside vendors to develop, improve, and manage registration process for all AACAP events;
    • Oversees all related details, including invoicing, development of collateral, and reportings;
    • Ensures highest level of customer service;
    • Proactively responds to and resolves registration issues and questions from staff, vendors, exhibitors, and attendees;
    • Leads and develops on-site registration process and temporary staffing;
    • Generates badges and registration materials;
    • Manages stuffing process for registration materials;
    • Trains volunteers assisting with on-site registration duties;
    • Staffs on-site registration counter at AACAP conferences/meetings;
    • Supervises the on-site registration process.
  • Performs other related duties, as assigned.

Qualifications

  • Bachelor’s Degree with at least 7-10 years related work experience with a like-size non-profit association in all or many aspects of association membership;
  • Minimum 4 years of management/supervisory experience;
  • Direct experience and strong working knowledge with all aspects of data processing;
  • iMIS experience and knowledge a must;
  • Outgoing personality. Must enjoy meeting members, new member prospects, and representing AACAP in a variety of venues;
  • Exceptional customer service skills;
  • Ability to effectively manage multiple projects and competing priorities at once;
  • Able to express ideas and convey information effectively, both orally and in writing;
  • Excellent attention to detail, time management and organizational skills are a must;
  • Ability to be a team player as well as work independently with minimal supervision;
  • Demonstrate good judgment and critical thinking in a high performance, fast-paced work environment;
  • Proficient in MS Office.

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.