PMI - HVC Board Roles & Responsibilites

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President

Summary

The President is an elected volunteer responsible for oversight of the chapter and the board. The President shall direct the activities of the other board members in accordance with the chapter bylaws. The President shall also serve as a member ex-officio with the right to vote on all committees except the nominating committee.

Role and Responsibilities

  • Direct the Chapter’s strategic goals
  • Strive to achieve the Chapter’s vision, mission, and objectives
  • Direct the activities of other officers toward chapter goals and objectives
  • Ensure that the Chapter Board works together as a team
  • Represent the Chapter at public events
  • Ensure strategic alliance, planning and annual reporting
  • Be ultimately accountable for all board operations and chapter activities
  • Act as a liaison between the chapter and PMI
  • Ensure that the charter renewal is updated and in compliance as specified by PMI
  • Preside over the board of directors meetings and the annual general membership meeting
  • Ensure that all chapter business is being done legally and ethically
  • Assume responsibility for the overall functioning of the chapter
  • Legally represent the organization
  • Ensure statutory and regulatory compliance in consultation with the Vice
  • President of Finance
  • With the board, ensure prudent disbursement of chapter funds
  • Drive implementation of PMI policies and guidelines and ensure that they are reflected in chapter processes
  • Manage periodic policy audits
  • Promote leadership development opportunity for board development
  • Develop and implement a succession and transition plan

Qualifications and Education Requirements

  • PMI knowledge and experience
  • Must have held a board position with PMI-Huron Valley Chapter previously
  • Member in good standing of PMI and PMI-Huron Valley Chapter
  • Ultimate team player – as a leader and team member
  • Must be willing to commit to attending board and membership meetings, responding to emails and participating in chapter events and operations as appropriate

Strategic and Business Management Skills

  • Organization Management
  • Management Skills
  • Skilled in Strategic Planning and Process Execution
  • Volunteer Recognition and Appreciation

Other Leadership Skills

  • Ability to Delegate Effectively
  • Coaching and Mentoring
  • Public Speaking and Presentation Skills
  • Conflict Resolution Skills
  • Team Building Skills

Additional Notes

Familiarity with best practices in leading a not-for-profit organization a plus

Estimated Volunteer Hours per Month:  20-40

VP Communications

ROLE DESCRIPTION

Responsible for chapter-based marketing and public relations to increase awareness of both the Chapter and the PMI brand within the greater Ann Arbor Area. VP of Communications develops and executes an integrated marketing, communications and public relations program to support member acquisition, retention, event promotion, outreach activities and other related activities in alignment with the Chapter's strategic objectives, PMI policies, brand guidelines and global marketing strategy.

ROLES AND RESPONSIBILITIES

  • Develop and implement an integrated marketing, communications, social media, and PR program aligned with global marketing strategy and the Chapter's strategic objectives
  • Oversee execution of annual marketing, communications, advertising, sponsorship and PR campaigns tailored to the specific needs of the chapter
  • Promote usage of best practices in marketing, communications and PR to promote the chapter and it's activities to members and the community at large
  • Advise on the best way to integrate social media, marketing, advertising into chapter's website, marketing campaigns and content publishing across teams
  • Collaborate with Directors working with local businesses and academic institution, where appropriate, to publicize the Chapter and PMI
  • Maintain and grow relationships with existing and new sponsors for continued revenue generation to fund the chapter's activities
  • Provide leadership on the most effective methods of leveraging marketing, PR, advertising, communications and chapter social media presence
  • Work closely with Webmaster and communications team responsible for chapters online presence to present a cohesive digital footprint (identity) in alignment with PMI and chapter branding
  • Learn about tools and applications that can enhance and/or automate marketing, PR, social media activities
  • Develop and implement succession and transition plan.                        

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Chapter Knowledge and Experience
  • PMI Global Knowledge and Exp.
  • Strategic Planning Skills
  • Management & Organizational Skills      
  • Board Operating Procedures
  • Coaching & Mentoring
  • Team Building Skills
  • Conflict Resolution Skills
  • Persuasion/Motivation Skills
  • Communication Skills

LEADERSHIP SKILLS:

  • Ability to Delegate Effectively
  • Coaching and Mentoring
  • Conflict Resolution Skills
  • Skilled in Strategic Planning and Process Execution
  • Team Building

Estimated Volunteer Hours per Month:  12-25

VP Finance

ROLE DESCRIPTION

The Vice President Finance is the Chief Financial Officer of the chapter. In this role he/she is responsible for managing all chapter financial assets (e.g. bank deposits), paying all bills in accordance with the Financial Procedures Manual, maintaining financial records, and the timely filing of regulatory documentation. The VP Finance oversees the budgeting process and produces monthly budget status reports.        

ROLES AND RESPONSIBILITIES

  • Record and track all revenue such as dues and other event related income in accordance with the Financial Procedures Manual.
  • Prepare all State and Federal forms as required by law.
  • Arrange for an annual independent compilation and review of financial records.
  • Prepare financial reports on the activities and financial status of the Michigan Huron Valley Chapter and send monthly to the board and as requested.
  • Pay bills as necessary including reimbursing chapter officers for expenses incurred.
  • Balance chapter bank accounts(s).
  • Maintain and safeguard a minimum of 3 years’ worth of financial records in an organized fashion.
  • Appoint Directors, committees, and committee chairs on a project or task basis, with the approval of the Board.                          

STRATEGIC AND BUSINESS MANAGEMENT SKILLS

  • Management Skills
  • Organization Management
  • PMI Knowledge and Experience
  • Volunteer Recognition and Appreciation
  • Have a fundamental understanding of finance and accounting
  • Experience in creating and managing a budget
  • Financial and Managerial Accounting experience preferred                        

LEADERSHIP SKILLS

  • Adept in strategic management
  • Ability to multi-task
  • Initiative, vision, and tenacity for funding initiatives
  • Strong interpersonal skills, organizational skills, and project management skills
  • Excellent communication skills

Estimated Volunteer Hours per Month:  10-15

VP Membership

Role & Responsibilities

The VP of Membership is an elected role. This role is responsible for addressing the needs of chapter membership, including service delivery, recruiting, and retaining members in accordance with PMI-Huron Valley Chapter by-laws and policies. The role is also responsible for addressing the needs of volunteers, including recruitment, retention, recognition, and leadership development training and support in accordance with chapter by-laws and policies. Requires an average of approximately 12-15 hours per month including board and chapter meetings.

Membership Role and Responsibilities

  • Develop and maintain a chapter membership plan that assures continued growth through proactive recruiting and partnering with major area employers
  • Promote the value of PMI and PMI-HVC membership
  • Work with potential PMI members and encourage them to become members of the chapter through promotion of the Chapter Guest Pass program.
  • Develop and implement a plan to recognize member milestones, such as certifications, anniversaries, or awards
  • Develop and implement a member retention program
  • Develop and maintain membership benefits and value; update on a regular basis
  • Develop and implement membership welcome and support plan
  • Answer general membership inquiries; respond to member/non-member information, inquiries and other requests for assistance
  • Maintain the membership records of the chapter
  • Provide member updates to officers
  • Coordinate the production and distribution of timely membership reports, such as membership reports by demographics; potential members for PMI-HVC; information for annual membership meeting presentation
  • Assist in the development and administration of a chapter meeting satisfaction survey and any other member survey as requested
  • Ensure that members are aware of available services
  • Work with community outreach leader to develop a plan to implement outreach to the community including commercial, not-for-profit and other professional associations about membership
  • Liaison with PMI and other chapters on membership matters
  • Update membership information on the web site as needed
  • Support and attend monthly BOD and chapter meetings, our annual general membership meeting, and attend special events as requested

Volunteer Services Role & Responsibilities

  • Responsible for volunteer recruitment and/or retention
  • Responsible for providing clear expectations to volunteers regarding their roles
  • Understand and leverage experience of volunteers and direct them to various initiatives in the chapter
  • Responsible for identifying and developing programs to involve, develop, engage and manage volunteer members
  • Responsible for the development and recognition of volunteers; shared responsibility with VP of Administration for planning volunteer recognition event (such as an annual volunteer dinner)
  • Build quality into volunteering by introducing and refining different processes for managing the work from volunteers 
  • Develop and implement succession and transition plan for volunteers
  • Responsible for providing PMI volunteer awareness at the local and global levels

Transition Responsibilities

Develop and implement a timely succession and transition plan (including turning over all related files) for the incoming VP of Membership and volunteer services as necessary.

Estimated Volunteer Hours per Month:  12-15

VP Programs

Summary

Deliver member value and professional development opportunities thru delivery of the strategy and execution of the chapter meetings and programs.

Roles & Responsibilities:

  • Recommend, develop, and deliver project management programs in all areas of the talent triangle.
  • Direct the preparation and presentation of programs for Chapter.
  • Assemble and publish an annual rolling program calendar in accordance with the chapter’s program year.
  • Secure speakers for the Chapter, verify quality of presentation and alignment with Talent Triangle.
  • Publish PDU information for member self-reporting of PDU’s
  • Manage all physical and financial arrangements for all chapter membership meetings.
  • Define strategies for improvement of chapter professional development programs. This includes programs delivered as part of chapter meeting and other programs. (this excludes training programs as this will be covered by the VP of Training)
  • Develop and Implement a chapter professional development plan including a road map for professional development programs.
  • Partner with VP of Communications to ensure that calendar and programs are communication via website, newsletters, and communications.
  • Provide information and guidance to members regarding PDU’s and the Talent Triangle.
  • Seek new project management professional development programs and services thru networking with other professional organizations and PMI chapters.
  • Incorporate feedback, suggestions, and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they related to the logistics of events and programs.
  • Invite key influencers from industry to participate in chapter events.

STRATEGIC AND BUSINESS MANAGEMENT SKILLS:

  • Chapter Knowledge and Experience
  • PMI Global Knowledge and Experience
  • Strategic Planning Skills
  • Program and Event Planning Skills   
  • Board Operating Procedures
  • Knowledge of PMI Credentials and PDU’s
  • Content Development
  • Conflict Resolution Skills
  • Persuasion/Motivation Skills 

LEADERSHIP SKILLS:

  • Coaching & Mentoring
  • Able to Delegate Effectively
  • Decision Making
  • Collaboration
  • Coaching and Mentoring
  • Communication/ Listening
  • Team Building
  • Persuasion/Motivation Skills
  • Strategic Planning and Process Execution
  • Public Speaking and Presentation Skills 

Estimated Volunteer Hours per Month:  15-20

VP Administration

Role & Responsibilities

The VP of Administration is an elected position. This role is responsible for keeping the records of all business meetings of the PMI-HVC chapter and meetings of the PMI-HVC Board of Directors. This role is also responsible for the timely dissemination of information to and from the board, the chapter, and PMI Global Operations Center as required in accordance with chapter by-laws and policies.

Chapter Compliance & Records Management

  • Prepare annual chapter plan and distribute to BOD and Region 4 – Chapter
  • Partner, Mentor, and Administrator
  • Annual Membership Meeting (October Chapter Meeting)Prepare announcement of
  • Annual Membership Meeting (notify members 45 days in advance of meeting)
  • Prepare and store annual chapter business review presentation
  • Conduct annual PMI Chapter Charter renewal (due March each year)
  • Manage annual review of Chapter By-Laws with board members for feedback and possible revision. Work with President on obtaining approval on revision requests.
  • Responsible for keeping chapter operations documentation current (such as BOD roles and responsibilities)
  • Record, publish, and store monthly board of director meeting minutesStore monthly board of director agendas with minutes
  • Maintain the PMI-HVC archives (records & annual records management review)
    Archive chapter legal and operating documents
    Maintain records of policies and procedures adopted by the BODShared responsibility with BOD to develop and implement effective policies and procedures

Chapter Elections

  • Ensure board election nominating committee is appropriately staffed (by January)
  • Monitor nominating committee process to ensure a successful election (election takes place during May)

Chapter Programs / Special Events

  • Attend/participate in monthly BOD and chapter meetings (2 evenings per month)
  • Attend chapter special programs/events as representative of the BOD as requested
  • Shared responsibility for planning volunteer recognition event (such as an annual volunteer dinner)

Administrative Operations

  • Assist the President in coordinating and expediting activities for the Board, such as action items resulting from meetings and follow-up assignments
  • Shared responsibility for BOD and chapter annual planning meeting logisticsSchedule web conferencing service for BOD as needed
  • Ordering of BOD business cards, name badges, & shirts
as required
  • Maintain monthly BOD calendar of operational activities
  • Update Board of Director page on the web site (Bios, photos)
  • Maintain and publish Board of Director contact information
  • Develop and implement a succession and transition plan for the incoming VP of Administration

Estimated Volunteer Hours per month: 12-15

VP Training

Summary

The Vice President of Training manages the planning and distribution of information regarding education and certification, as well as training opportunities offered by the chapter.

Role and Responsibilities

  • Define strategies or improvement in professional development/training programs
  • Develop and implement a chapter professional development plan, including a program roadmap for professional development content programs
  • Develop plans for and coordinate the chapter’s external educational activities, such as study groups, seminars, workshops, courses, professional development days and other educational activities
  • Oversee soft skills development and training programs
  • Manage chapter created credential examination review courses and other such courses
  • Provide information to members and non-members on career development
  • Provide information and guidance to members and non-members on certification/re-certification in the context of PMI
  • Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter regarding the contents of programs
  • Recommend, develop and deliver project management education materials, courses, presentations and sessions.
  • Provide the information necessary to market the education, PMI certification, as well as training opportunities offered by the chapter
  • Develop and implement a plan for educational outreach at the collegiate level and eventually at the elementary and secondary levels
  • Develop and implement a program roadmap for all events
  • Advance the project management profession through the planning and coordination of special events, as identified by the chapter’s board 
  • Develop and implement a succession and transition plan
     

Qualifications and Education Requirements

  • Member in good standing of PMI and PMI-HVC
  • Ultimate team player – as a leader and team member
  • Must be willing to commit to attending board and membership meetings, responding to emails and participating in chapter operations as appropriate.

Role Specific Skills

  • Program and event planning skills
  • Ability to develop and manage program and event schedules
  • Knowledge of PMI credentials and PDU’s
  • Contract and vendor management
  • Ability to create and analyze program surveys and evaluations
  • Basic budget management skills
  • Content and curriculum development

Other Leadership Skills

  • Ability to delegate effectively
  • Public speaking/presentation skills
  • Team building skills
  • Facilitation skills
  • Time management skills
  • Adaptability and flexibility

Additional Notes

Familiarity with best practices in professional development programs a plus

Estimated Volunteer Hours per Month:  12-20