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Board Positions

Responsibilities

President Elect (3 years term)

The President-Elect shall serve as the primary backup for the Chapter President, and shall be mentored by the President to ensure seamless transition of chapter leadership.  The President-Elect is the successor to the President who will assist the President with his or her duties of managing the Chapter and assume the role of the chapter president if the president is unable to perform duties for any reason.  Duties include:

• Chair a major Chapter initiative
• Support Vice Presidents with their duties as a de facto committee member as PMI-SWVA events require
• Assist President with Charter renewal and By Laws revision
• Represent the president in his or her absence
• Assume the role of president the year following successful completion of his or her duties in this role (depending on chapter bylaws)
• Assume the role of president if the president is unable to perform duties for any reason
• Assist the president in his or her duties
• Oversee the operations committee
• Serve as member ex-officio with the right to vote on all committees except the nominating committee
• Develop and implement succession and transition plan

Secretary & VP of Administration (2 years term)

The Secretary and Vice President of Administration shall keep the records of all business meetings of the PMI-SWVA and meetings of the Board.   Duties include:

·         Schedules the Monthly Board meetings, Chapter events, Chapter meetings, and provides Certificate of Insurance, (COI), with the corresponding hosting facility.

·         Reserves meeting room for the quarterly strategic, and monthly chapter meetings based on scheduling provided by the Board of Directors.

·         Provides back-up to President Elect arraigning WebEx, Skype and other conference call logistics.

·         Records minutes and action items at each Board meeting. Distributes minutes to the Board via email and online chapter document repository (i.e. Dropbox, Google Docs, SkyDrive, etc.).

·         Maintains Basecamp,( collaborative application), including updates to the calendar for meeting schedules and events

• Develop and implement succession and transition plan

VP of Membership (2 years term)

The Vice President of Membership shall be responsible for developing and maintaining a Chapter membership plan that assures continued growth.   Duties include:

·         Maintains the official attendance record for chapter meetings and seminars

·         Writes the monthly membership report to the board including current membership levels and changes relative to Region 5 goals

·         Promptly sends PDU information to chapter meeting and seminar attendees

·         Inputs all chapter sponsored events for PDUs into the PMI CCR system

·         Responds promptly to PMI and SWVA membership inquiries

• Chairs the membership committee
• Reviews DEP for changes in membership (new members, non-renewing members, expired members, potential members)
• Add program and assign PDUs in the CCR system  for events offered by the Chapter
• Coordinate with VP of Marketing and Communications to send Welcome letter to new PMI-SWVA members
• Coordinate with VP of Marketing and Communications to send Reminder letter to about-to-expire members to renew their membership
• Coordinate with VP of Marketing and Communications to send Follow-up letter to recently expired members
• Conducts membership drive(s)

o    Facilitates check-in at Chapter meetings

o    Facilitates sign in attendees at the chapter meetings 

o    Facilitates collection of money from walk-in attendees or pay-at-the-door pre-registered attendees and forward to VP Finance

• Develop and implement succession and transition plan

VP of Professional Development (2 years term)

The Vice President of Professional Development shall be responsible for identify and/or developing programs that support and educate our members and the community in the discipline of project management. Duties include:

·         Chair the annual 8 PDU Professional Development Day (PDD) or seminar Committee;

o   Maintains cost spreadsheet to ensure the Chapter will either break even or make money as approved by the board

o   Work with committee to identify specific sponsorship for the PDD day for which funding goes directly to the symposium and not to other chapter events

o   Direct decision making over speakers and theme for the symposium

o   VP of Professional Development will get admission to event free for the 2 years following their service to the role

o   Discounts and free attendance is at the discretion of the chair and committee, board members are not guaranteed free attendance

·         In the spring, provide the chapter with a have a half day professional development event or any type of training opportunity

·         Work with directors-at-large to support local initiatives growing project management and project managers; oversee coordinator of Educational Foundation and Military Initiative

·         Assist VP Programs with identifying speakers for the monthly Chapter meetings as identified by the VP of Programs

·         Coordinates with local colleges to support and advertise their PMP Prep Classes.

·         Coordinates with other local non-profits to grow the span of influence of Project Management

The 2018 PMI SWVA  Board agreed to extend the following three board positions and nominating existing board member to one-year term are listed below along with a brief description of the responsibilities for each role.  The purpose of this decision was to get the board elections back in sync with a staggered election cycle in order to ensure continuity and consistency of board leadership year after year.   Chapter membership will give opportunity to place a vote for these nominees during elections process.

VP of Marketing and Communications (1 year term)

The Vice President of Marketing shall be responsible for communicating PMI-SWVA announcements, news, and events to members and non-members in the community.  Duties include:

• Develop and implement an integrated marketing and public relations program aligned with the chapter’s strategic objectives
• Use best practices in marketing and public relations to promote the chapter and its activities to members and the community at large
• Collaborate with local businesses and academic institutions, when appropriate, to publicize the chapter and PMI
• Maintain relationships with existing sponsors for continued revenue generation to fund the chapter’s activities
• Monitor, optimize and analyze all marketing and public relations activities
• Collaborate with Vice President of Technology to provide website content and provide input into website design
• Consult and collaborate with all members of the board to coordinate the communication needs of the chapter
• Send coordinated emails to program participants, recent certification recipients, and active local chapter members ahead of renewal date.
• Balance the need for timely communication with the goal to keep communication concise, timely and appropriate
• Create and send monthly e-blast announcements to the members and non-members in the web site database (targeting all events presented at least two weeks before meetings)
• Create and send reminders around special events such as elections, professional development day/seminars, and the December dinner meeting

·         Work with directors-at-large to support marketing related initiatives; oversee Social Media Coordinator and Sponsorship Coordinator

• Collaborate with Social Media Coordinator to develop and maintain the chapter’s social media strategy and social media policy
• Collaborate with Sponsorship Coordinator to provide marketing opportunities outlined in sponsorship agreement
• Create marketing materials for PMI SWVA events
• Order pre-approved promotional items for different events (for example, logoed t-shirts for Volunteer Day(s), darts and calendar “give away”)
• Develop and implement succession and transition plan

VP of Programs (1 year term)

The Vice President of Programs shall be responsible for identifying and maintaining a pipeline of topics and speakers for the monthly chapter meetings.   Duties include:

• Identify and maintain a pipeline of speakers for the monthly Chapter meetings and the December Dinner Meeting
• Schedule the speakers and coordinate with the VP Marketing and Communications to update the web site
• Log onto the www.pmi-swva.org web site and check the headcount for the Chapter Meetings in order to order the right amount of food and drinks (within the approved budget)
• Chair Programs committee and solicit volunteers to help bring food and drinks for the monthly Chapter meetings (within the approved budget)
• Assist VP Professional Development to help identify speakers for the Professional Development Day
• Develop and implement succession and transition plan

VP of Technology (1 year only)

The Vice President of Technology shall serve as Webmaster and be responsible for advising the Board on communication and collaboration tools to help manage the Chapter’s business.    Duties include:

• Update www.pmi-swva.org web site with monthly Chapter meetings and related tickets, elections, and special events within PMI-SWVA, PMI Region 5 or PMI Global
• Serve as “editor” for all articles for pmi swva website created by other Officers to ensure consistent font type and size
• Report Web Analytics for the web site

• Run user reports and provide info to VP Membership
• Develop and implement succession and transition plan