Featured Articles

  • Welcome to PMIMGC!

    Southern Mississippi's three counties boast some of the most diverse economies in the nation. Our strategic location and competitive advantages make South Mississippi an ideal business location. With the nation's low cost of doing business, a...

    Read More ...

  • June 2017 Newsletter

    May Meeting Summary Our May meeting on the topic of Magic 8-Ball Risk Management was a real hit!  Risk management is always a timely topic. Bob Mahler, Director of Business Development at Velociteach was our presenter. We are considering using the...

    Read More ...

Chapter Roles

Volunteer Chapter Role Descriptions

PRESIDENT

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

 

SECRETARY

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

 

VICE PRESIDENT/PRESIDENT ELECT

ROLE DESCRIPTION: Successor to the president; elected volunteer 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.

ROLES AND RESPONSIBILITIES:

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

ROLE SPECIFIC SKILLS: PMI Knowledge and Experience Resource Management  Conflict  Management, Budget Management Financial Planning

OTHER LEADERSHIP SKILLS:  Team Building Skills Active Listening Skills, Ability to Delegate Effectively Public Speaking/Presentation Skills

AVERAGE HOURS PER MONTH: 12 HOURS

 

VICE-PRESIDENT OF FINANCE/TREASURER/FINANCE DIRECTOR

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

VP MEMBERSHIP/VP OF MEMBER SERVICES/MEMBERSHIP DIRECTOR

ROLE DESCRIPTION: Elected volunteer responsible for addressing the needs of chapter membership, including service delivery, 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 with potential PMI members and 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/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/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 about membership

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 Email Communications (e.g., MS Outlook, Google Mail) Knowledge of PMI Credentials

Proficient use of Survey Tools/Market Research/Demographic Research Marketing Skills

Proficient use of word processing, spreadsheet and presentation tools (e.g., Microsoft Office, Open Office)

OTHER LEADERSHIP SKILLS:

Public Speaking/Presentation Skills Active Listening Skills, Team Building Skills

AVERAGE HOURS PER MONTH: 12 HOURS

VP OF GOVERNANCE AND POLICY/GOVERNANCE AND POLICY DIRECTOR

ROLE DESCRIPTION: Elected volunteer responsible for addressing governance and policy issues, including ensuring the maintenance and enforcement of chapter policies and bylaws.

ROLES AND RESPONSIBILITIES:

Ensure the policies are consistent and compliant with all applicable governmental jurisdiction and regulations (e.g., IRS, Government Compliance, PMI Policy, Sarbanes Oxley)

Review and update bylaws

Ensure the chapter and/or bylaws are upheld and enforced Develop and maintain policy manual

Develop a transition and succession plan

Oversee PMI Global Operating Center and chapter policy and identify any gaps Develop and maintain information security/personal information policy

Ensure and oversee roles/function definitions

Address any breeches that may be brought up against a member and/or the chapter Assist in resolving chapter conflicts

Raise awareness of and provide training on code of conduct/regulations/processes Oversee and ensure smooth transition and transition planning

Be aware of the Ethics Review Process Perform as region liaison for the chapter

Develop and implement succession and transition plan

ROLE SPECIFIC SKILLS:

Policy Development Experience   Organizational Change  Management, Knowledge of PMI Ethical Code and Guidelines PMI Knowledge and Experience

Experience with Developing Roles and Responsibilities Association/Not-for-Profit Knowledge

Experience with Transition and Succession Planning Experience with Local Regulations and Laws

OTHER LEADERSHIP SKILLS:

Conflict Resolution Skills Negotiation Skills Excellent Writing Skills Team Building Skills Active Listening Skills

AVERAGE HOURS PER MONTH: 11 HOURS

 

VP OF VOLUNTEERS OR VOLUNTEER COORDINATOR

ROLE DESCRIPTION: Elected volunteer responsible for addressing the needs of the volunteers, including recruitment, retention, recognition and leadership development training and support in accordance with chapter policies and bylaws.

ROLES AND 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

Build quality into volunteering by introducing and refining different processes for managing the work from volunteers Develop and implement succession and transition plan

Responsible for providing PMI volunteer awareness at the local and global levels.

ROLE SPECIFIC SKILLS:

Understanding of Volunteer Resource Management

Understanding of Volunteer Recognition and Appreciation Programs

Ability to use Volunteer Management Software Tools to match volunteer skills with interests Proficient in Email Communications (e.g., MS Outlook, Google Mail)

Proficient Usage of Online Collaboration/Tools (e.g., Facebook, LinkedIn)

OTHER LEADERSHIP SKILLS:

Active Listening Skills Coaching and Mentoring Team Building Skills

Ability to Delegate Effectively Conflict Resolution Skills Persuasion Skills

AVERAGE HOURS PER MONTH: 10 HOURS

VP MARKETING/MARKETING DIRECTOR

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 OF PROFESSIONAL DEVELOPMENT

Over time, many chapters will divide this role into two separate roles: VP of education and VP of professional development

ROLE DESCRIPTION: Elected volunteer responsible for professional development, education and chapter events in accordance with chapter policies and bylaws.

Responsible for the development of chapter education activities to include:

•             Preparation and maintenance of PMI’s certifications

•             Develop and maintain relationships with local colleges and universities

•             Serve as liaison to the PMI Educational Foundation

Responsible for establishing and managing chapter professional development programs, live and on-line, maintain relationships with Registered Education Providers (R.E.P.s)

ROLES AND 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

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 nonmembers on career development

Provide information and guidance to members and nonmembers 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

Provide the information necessary to market the education, certification, as well as training opportunities offered by the chapter 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 elementary, secondary and collegiate levels

Seek new project management professional development programs and services through networking with other educational organizations and PMI chapters

Coordinate and publicize/organize chapter social networks

Promote the project management profession through the planning and coordination of special events, as identified by the chapter board, designed to enhance and expand the skills and knowledge of project managers

Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to the logistics of events/programs

Oversee events, presentations and training programs

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

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

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: 15 HOURS

PAST PRESIDENT

ROLE DESCRIPTION: Immediate former elected volunteer responsible for overall oversight of the chapter and the board in accordance with chapter policies and bylaws.

ROLES AND RESPONSIBILITIES:

Maintain continuity in the chapter to help to ensure smooth board transitions Assist the board of directors with strategic policies

Proactively support and promote the work within the board Assume the role of mentor for the president

Assist the president in liaison with PMI if and when required Assume the position of chair for the nominating committee Lead and direct the elections process

Provide ethics enforcement and guidance at the board of directors level Support conflict resolution

Outreach with past presidents

ROLE SPECIFIC SKILLS:

Skilled in Strategic Planning Process Diplomacy

Understanding of Volunteer Recognition and Appreciation Programs Parliamentary Procedures (i.e., Roberts Rule of Order)

Human Resource Management

OTHER LEADERSHIP SKILLS:

Coaching and Mentoring Conflict Resolution Skills Facilitation Skills

Active Listening Skills Team Building Skills

AVERAGE HOURS PER MONTH: 9 HOURS

your ad here

Stay Informed!

Not a chapter member yet? Register for the newsletter here to stay informed of the exciting chapter news and events.