Board Members
The Registrar is responsible for coordinating entire registration process. Registrar would also be responsible for resolving issues participant may have during the process.
ROLE DESCRIPTION:
Elected volunteer responsible for preparing, maintaining, recording, circulating all records, correspondence, minutes of
meetings, and related affairs of the chapter.
ROLES AND RESPONSIBILITIES:
Maintain custody of the approved bylaws, articles of incorporation, charter agreement and of amendments thereto and board policies,
committee charters, and all other non-financial records for the chapter
Coordinate and distribute board meeting agendas
Maintain all meeting minutes — must document in accordance to specific parliamentary procedures as mandated by their local
government (e.g., Roberts Rules)
Notify membership not less than the period stated in the chapter bylaws before annual general meetings
Circulate board agenda before the meeting to all the members
Provide records to members and outside organizations that request information
Provide all notifications to the membership, directors, auditors and members of committees
Receive and dispatch general correspondence
Provide support for membership communication
Prepare for, procure and distribute chapter stationary and printed materials
Develop and implement succession and transition plan
ROLE SPECIFIC SKILLS:
Agenda and Meeting Coordination
Ability to Scribe and Record Minutes
Proficient use of word processing, spreadsheet, and presentation tools (e.g., Microsoft Office, Open Office)
Knowledge of Meeting procedures as mandated by their local government (e.g., Roberts Rules)
Knowledge of PMI Bylaws and Policies
Knowledge of Records Retention requirements
Proficient in Email Communications (e.g., MS Outlook, Google Mail)
Proficiency in Editing/Proofreading
OTHER LEADERSHIP SKILLS:
Excellent Writing Skills
Active Listening Skills
Facilitation Skills
Time Management Skills
English Proficiency (29% highest of any role)
AVERAGE HOURS PER MONTH: 11 HOURS
Responsible for creating and implementiang a Chapter marketing plan. The key objective of the Public Relations team is to communicate our message of project, program, and portfolio management value to the Champlain Valley community and beyond.
ROLE DESCRIPTION:
Elected volunteer responsible for marketing and public relations. The VP of marketing shall be responsible for developing
marketing, corporate relations and communication programs in accordance with chapter bylaws and policies.
ROLES AND RESPONSIBILITIES:
Market and publicize the chapter within the community
Develop an awareness of PMI’s marketing tools and resources
Develop and implement marketing campaigns to promote the chapter and its activities to members and the community at large
Develop and implement a periodic marketing plan with a detailed marketing strategy to ensure chapter brand management
Develop and implement the chapter marketing plan
Create and disseminate the chapter’s announcements, press releases and marketing activities
Develop and distribute marketing materials, newsletter, etc.
Facilitate chapter communications to external sources (local newspapers, radio stations and organizations) and share information with
PMI and other PMI communities
Keep the coherence between the marketing plan and the chapter strategic objectives
Drive the chapter’s advertisement process and ensure results
Collaborate with local businesses to publicize the chapter and PMI
Publicize the chapter and PMI through internal and external publications
Oversee the relationship with the press and the relation with the public authorities, government bodies and
non-governmental organizations
Monitor and coordinate presentations to external stakeholders and other organizations interested in the activities of PMI
Increase awareness of PMI and the chapter
Maintain relationships with sponsors for revenue generation to fund the chapter’s activities
Coordinate and organize presentations to potential chapter sponsors, event sponsors and other sponsors
Develop and implement succession and transition plan
ROLE SPECIFIC SKILLS:
Marketing Strategy and Development
Marketing Plan Execution and Delivery
Knowledge of PMI’s Brand Strategy (Marketing Portal)
Market Research Skills/Proficient use of Survey Tools
Proficient Usage of Online Collaboration/Tools (e.g., Facebook, LinkedIn)
Newsletter Tools
Knowledge of Fundraising Techniques
OTHER LEADERSHIP SKILLS:
Public Speaking/Presentation Skills
Excellent Writing Skills
Ability to Delegate Effectively
Negotiation Skills
AVERAGE HOURS PER MONTH: 14 HOURS
VP communications is responsible for maintaining Chapter mailing/distribution list(s); add and delete list members as requested. He is also responsible for communicating meeting information to appropriate/interested networking groups.
VP Website is responsible for the administration and ongoing maintenance and updates to the Chapter website. Assists other board members with content publishing and oversees community member activities.
ROLE DESCRIPTION:
Elected volunteer responsible for addressing the needs of chapter membership, including communication delivery and website support and update.
ROLES AND RESPONSIBILITIES:
Revise membership benefits and value on a regular basis
Answer general membership inquiries; respond to member/non-member information inquiries and other requests for assistance
Act as the primary recipient for the Data Exchange Program (DEP)
Maintain the membership records of the chapter (DEP)
Provide communication list/member updates to officers
Coordinate the production and distribution of timely membership information via email distribution
Develop and administer website
Work with marketing to develop a plan to implement outreach to the community including commercial, not-for-profit and other
Support and attend annual general meeting
ROLE SPECIFIC SKILLS:
Proficiency in using PMI Data Exchange Program ( DEP)
Data Analysis and Reporting
Proficient in Email Communications (e.g., MS Outlook, Google Mail)
Proficiient in using Joomla to manage website
Knowledge of PMI Credentials
Proficient use of word processing, spreadsheet and presentation tools (e.g., Microsoft Office, Open Office)
OTHER LEADERSHIP SKILLS:
Presentation Skills
Active Listening Skills
Team Building Skills
AVERAGE HOURS PER MONTH: 16 HOURS
VP Finance :
The Vice President Finance as Chief Financial Officer and Treasurer shall oversee the management of funds for duly authorized purposes of the Chapter.
ROLE DESCRIPTION:
Elected volunteer responsible for finance. Responsible for maintaining and presenting all financial records required for
chapter operations in accordance with chapter and bylaws.
ROLES AND RESPONSIBILITIES:
Maintain and manage accounts receivable and payable and all financial portfolios, including but not limited to the collection of chapter dues from PMI, guest payments for chapter meetings or special events and the payment of all chapter bills in accordance with chapter committee directives
Establish and maintain all required chapter bank accounts and/or similar financial transactions; arrange for officer signatures as required
Provide financial reporting regarding the state of finances and chapter activity to chapter membership, board and executive level
volunteer leaders on a monthly basis (board meeting)
Report on the state of finances at board meetings and chapter meetings
Develop an annual operating budget and financial statement to be included in the annual application for charter renewal
Ensure the chapter has reviewed and reported required tax filings
Recommend improvements in the financial processes to the board
Establish and maintain financial operational processes to ensure continuity of chapter operations and define, document and maintain chapter policies
Maintain the annual budget
Contribute to financial planning/goal setting, investing, forecasting and budgeting for the chapter
Distribute/communicate financial section of the annual report to chapter membership
Assist in the preparation of the annual financial statements and reports
Provide timely information to independent auditors as required
Keep an up to date inventory of all the goods of the chapter
Handle all PMI and government required payments
Ensure maintenance and storage of all historic financial documents
Establish financial metrics; ensure chapter is maintaining requirements
Serve as liaison with PMI Global Operating Center on financial matters
Prepare financial guidelines and procedures for the chapter along with board
Analyze cost impact and income benefit of all activities proposed by the board of directors
Review any chapter contract, agreement and insurance
Distribute information, materials and/or fees received from the PMI Global Operating Center to appropriate officers in a timely manner
Confirm and check bank accounts monthly
Develop and implement succession and transition plan
ROLE SPECIFIC SKILLS:
Documentation Skills/Financial Record Keeping Analytical Thinking
Knowledge of Financial Planning Legal Awareness
Knowledge of Generally Accepted Accounting Principles (GAAP) Basic Knowledge of Economics
Accounting Software/Tools (e.g., Quick Books, Excel)
OTHER LEADERSHIP SKILLS:
Negotiation Skills Conflict Resolution Skills
Time Management Skills Technical Tools Skills
Adaptability/Flexibility (e.g., WebEx, Live Meeting, Registration and Event Software)
AVERAGE HOURS PER MONTH: 13 HOURS
Chapter liaison responsible for membership issues, recruitment of members into the chapter, and supervision of membership activities. Final authority on issues involving the accuracy of membership, such as voting and running for or holding office. Point of contact with PMI headquarters on membership issues including membership lists and databases.
ROLE DESCRIPTION
Elected volunteer responsible for addressing the needs of chapter membership, service delivery, and recruiting and retaining members in accordance with chapter policies and bylaws.
ROLES 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 chapter membership
Liaison for potential PMI members; encourage them to be members of the chapter
Develop and implement a plan to recognize member milestones (such as anniversaries or awards)
Develop and implement a member retention program
Revise membership benefits and value 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
Act as the primary recipient for the Data Exchange Program (DEP)
Maintain the membership records of the chapter (DEP)
Provide communication list and member updates to officers
Coordinate the production and distribution of timely membership reports, such as monthly membership reports by demographics (city, state, age, industry, etc.)
Develop and administer membership satisfaction survey and exit survey
Ensure that members are aware of available services
Work with marketing to develop a plan to implement outreach to the community including commercial, not-for-profit, and other professional associations
Support and attend annual general meeting
Develop and implement succession and transition plan
ROLE SPECIFIC SKILLS
Proficiency in using PMI Data Exchange Program ( DEP)
Data analysis and reporting
Proficient in e-mail communications (e.g., Microsoft Outlook, Google Mail)
Knowledge of PMI credentials
Proficient use of survey tools, market research, and demographic research
Marketing
Proficient use of word processing, spreadsheet, and presentation tools (e.g., Microsoft Office, Google Workspace)
OTHER LEADERSHIP SKILLS
Public speaking and presentation
Active listening
Team building
AVERAGE HOURS PER MONTH: 12 HOURS
ROLE DESCRIPTION:
Elected volunteer responsible for professional development and chapter events in accordance with chapter policies and bylaws.
Responsible for the planning, scheduling, and implementation of each chapter meeting/program event. Recommend annual calendar of events for Chapter meetings to the Board of Directors for approval.
Coordinate the set-up of meeting facilities with the VP of Registration. Coordinate Marketing of programs with VP of Marketing and VP of Communications. Supervise the performance of each event and maintain record of speakers and programs presented at Chapter meetings. Prepare and submit event reports, surveys & feedback results related to program activities for the Champlain Valley Chapter.
Preparation and maintenance of PDU’s for professional development events
Responsible for establishing and managing chapter professional development programs, live and on-line
Maintain relationships with Registered Education Providers (R.E.P.s)
RESPONSIBILITIES:
Define strategies for improvement in professional development/training programs
Develop and implement a chapter professional development plan, including a program roadmap for professional development content programs
Oversee events, presentations and training programs
Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and
chapter regarding the contents of programs
Manage chapter-created credential examination review courses and other such courses, if offered
Provide information and guidance to members and nonmembers on certification/re-certification in the context of PMI
Provide the information necessary to market the education, certification, as well as training opportunities offered by the chapter
Develop plans to coordinate events with the chapter’s VP of Education (lead role) related to external educational activities, such as study groups, seminars, workshops, courses, professional development days and other educational activities
Invite key influencers from industry to participate in community events
Plan and coordinate special events, as identified by the chapter’s board, designed to enhance the project management professions and/or
expand the skills and knowledge of project managers
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
ROLE SPECIFIC SKILLS:
Program and Event Planning Skills
Ability to Develop and Manage Program and Event Schedules
Knowledge of PMI Credentials and PDUs
Content and Curriculum Development
Contract and Vendor Management
Ability to Create and Analyze Program Surveys and Evaluations
Basic Budget Management Skills
OTHER LEADERSHIP SKILLS:
Ability to Delegate Effectively
Public Speaking/Presentation Skills
Team Building Skills
Facilitation Skills
Time Management Skills
Adaptability/Flexibility
AVERAGE HOURS PER MONTH: 8 HOURS
Responsible for professional education programs, interfaces with the Headquarters organization on all matters concerning PMP certification and with local Universities and Colleges on establishment/maintenance of scholarship programs.
The President shall be the Chief Executive Officer for the Chapter and of the Board, and shall perform such duties as are customary for presiding officers, including making all required appointments with the approval of the Board.
ROLE DESCRIPTION: Elected volunteer responsible for overall oversight of the chapter and the board. The president shall direct the activities
of the other board members in accordance with the chapter bylaws.
ROLES AND RESPONSIBILITIES:
Direct the chapter’s strategic goals
Strive to achieve the chapter vision, mission and objectives as detailed by the chapter board and PMI and chapter strategic plan
Direct the activities of other officers toward chapter goals and objectives
Assure that the chapter board works together as a team
Represent the chapter at public events
Ensure strategic alliance, planning and annual reporting
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 (this role can be co-dependent with the finance officer)
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 revision and amendments of PMI policies and guidelines to chapter processes
Manage periodic policy audits
Promote leadership development opportunities for board development.
Develop and implement a succession and transition plan
ROLE SPECIFIC SKILLS:
PMI Knowledge and Experience
Organization Management
Management Skills
Volunteer Recognition and Appreciation
OTHER LEADERSHIP SKILLS:
Ability to Delegate Effectively
Public Speaking/Presentation Skills
Conflict Resolution Skills
Team Building Skills
AVERAGE VOLUNTEER HOURS PER MONTH: 22 HOURS
