Volunteer Service Positions 2014

PMICIE

Volunteer Service Positions 2014

PMICIE 2014

Volunteer Service Positions

Contents

Board of Director Positions

Finance Positions

Finance Director

Registration Desk

Marketing Positions

Marketing Director

Communications Director

Website Director

Social Media Director

Corporate Outreach Director

Community Outreach Director

Academia Outreach Director

Membership Positions

Membership Director

Membership Coordinator

Operations Positions

Operations Director

Volunteer Service Program Director

Professional Development Positions

Professional Development Director

Class Coordinator

Program Positions

Programs Director

Dinner Meeting Manager

Special Events Coordinator

Speaker Coordinator

Board of Director Positions

The PMICIE board of directors is made up of the following positions:

President

President Elect

Past President

VP of Finance

VP of Marketing

VP of Membership

VP of Operations

VP of Professional Development

VP of Programs

For a description of their duties please refer to the document “pmi_cie_board_role_descriptions_v1.1_2014 which was published on the pmicie.org website for the 2014 elections. Note: The role descriptions were based on the “2011 PMI LIM Role Delineation Study” with some slight modifications: In addition, the following items were modified for the PMICIE chapter:

1) The VP of Operations is responsible for the chapter’s secretary function and the volunteer service program.

2) The VP of Programs is in charge of running and facilitating the chapter’s monthly dinner meetings.

3) The Past President, per the PMICIE Bylaws, is the chair of the elections nomination committee.

The remainder of this document outlines the roles and responsibilities of other PMICIE volunteer service positions which report to their respective VPs.

Finance Positions

Finance Director / Average Hours per month = 8
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Finance
Role: Assist the VP of Finance with maintaining and presenting all financial records required for chapter operations in accordance with chapter and bylaws.
Responsibilities:

Assist with accounts receivable including guest payments for chapter meetings or special events.
Report on the state of finances at board meetings and chapter meetings
Assist with development of an annual operating budget and financial statement to be included in the annual application for charter renewal
Recommend improvements in financial processes
Assist with maintaining the annual budget and in the preparation of the annual financial statements and reports
Contribute to financial planning/goal setting, investing, forecasting and budgeting for the chapter
Keep an up to date inventory of all the goods of the Chapter
Analyze cost impact and income benefit of all activities proposed by the board of directors
Confirm and check bank accounts monthly

Registration Desk / Average Hours per month = 4-5
Positions Available: 2 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Finance
Role: Work the Registration table at the monthly Dinner Meetings and the Annual Chapter Anniversary Event
Responsibilities:

Attend the monthly Dinner Meeting at one of the two dinner meeting sites. The monthly dinner event is replaced by the annual event in November and there are no events in December.

Rancho Cucamonga (Antonino's Ristorante Italiano), 3rd Tuesday of the month
Temecula (Lienzo Charro Mexican Restaurant Bar & Grill), 4th Tuesday of the month

Arrive by 5:00 pm
Help the VP of Finance set up the Registration area
Greet and sign-in attendees, handout name badges
Receive monies from people not pre-registered
Confirm the deposit made by VP Finance in Wrike

Marketing Positions

Marketing Director / Average Hours per month = 10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Assist the VP of Marketing in developing marketing, outreach and communication programs in accordance with chapter bylaws and policies.
Responsibilities:

Become familiar with chapter Vision, Mission and Marketing statements
Assist with developing and implementing the chapter marketing plan
Create and disseminate the chapter’s announcements, press releases and marketing activities
Facilitate chapter communications to external sources (local newspapers, radio stations and organizations) and share information with PMI and other PMI communities
Write and publish the chapter’s newsletter
Publicize the chapter and PMI through internal and external publications
Potentially write PM related blogs and work with the Director of Social Media to publish
Maintain relationships with sponsors for revenue generation to fund the chapter’s activities

Communications Director / Average Hours per month = 4-5
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Manage and develop the PMICIE chapter communications program
Responsibilities:

Become familiar with chapter Vision, Mission and Marketing statements
Create and disseminate the chapter’s announcements, press releases and marketing activities
Facilitate chapter communications to external sources (local newspapers, radio stations and organizations) and share information with PMI and other PMI communities
Write and publish the chapter’s newsletter
Publicize the chapter and PMI through internal and external publications
Potentially write PM related blogs and work with the Director of Social Media to publish

Website Director / Average Hours per month = 4-5
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Make design changes to website and update content
Responsibilities:

Become familiar with chapter Vision, Mission and Marketing statements
Learn how to update content on the chapter website

Currently hosted by Star Chapter
Update the Event Calendar including all dinner meetings and the Annual Chapter Anniversary Event which coincides with International Project Management Day
(Note: This is typically done by the Program Director)

Coordinate with VP of Marketing to incorporate changes to the website to support the marketing plan

Leverage the ‘Certify Me Campaign’ by publicizing it on the website

Coordinate with the Director of Social media to update the website as necessary
Publish past member experiences with regional and global conferences
Publish monthly dinner meeting takeaways
Review and publish job positing as they get submitted
Make other changes as necessary

Social Media Director / Average Hours per month = 2-3
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Promote PMICIE through social media sites such as Facebook, Twitter and LinkedIn.
Responsibilities:

Post upcoming dinner meeting information on social media websites
Post upcoming PMP prep training information on social media websites
Post upcoming Scrum Master /Certified Agile training information on social media websites
Repost relevant PM blogs on social media websites
Personally blog on social media websites

Corporate Outreach Director / Average Hours per month = 5-10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Collaborate with local corporations and businesses to publicize the chapter and PMI
Responsibilities:

Become familiar with chapter Vision, Mission and Marketing statements
Contact local corporations and businesses with the goal of developing mutually beneficial partnerships
Build relationships with key staff such as PMO Directors and CIOs
Present PMI and PMICIE informational presentations to their employees
Promote the benefits of the Project Management profession and PMICIE membership

Community Outreach Director / Average Hours per month = 4-5
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Collaborate with local corporations and businesses to publicize the chapter and PMI
Responsibilities:

Become familiar with chapter Vision, Mission and Marketing statements
Attend local Chamber of Commerce meetings in an effort to make contact with local corporations and businesses with the goal of developing mutually beneficial partnerships
Build relationships with other trade organizations in the Inland Empire such as APICS, The Association for Operations Management and with not for profit organizations
Promote the benefits of the Project Management profession and PMICIE membership
Attend organization and community events and represent PMI and PMICIE when requested
Present PMI and PMICIE informational presentations when requested

Academia Outreach Director
(Universities & Colleges) / Average Hours per month = 4-5
Positions Available: 1-2 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Marketing
Role: Conduct PMICIE outreach efforts to local colleges and universities
Responsibilities:

Become familiar with chapter Vision, Mission and Marketing statements
Contact local universities and colleges with the goal of developing mutually beneficial partnerships
Build relationships with key university staff such as Deans and/or program directors of Project Management programs
Work with the university/college staff to develop and support their PM programs if feasible
Present PMI and PMICIE informational presentations to university/college classes
Promote the benefits of the Project Management profession and PMICIE membership
Offer to setup an informational booth/table at career days
Potentially join PM advisory boards such as the DeVry/Keller School Of Management Industry Advisory Board
Review student PM presentations
Support student led PM activities
Seek to leverage the PMI Educational Foundation to potentially offer student scholarships

Membership Positions

Membership Director

/ Average Hours per month = 10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Membership
Role: Address the needs of chapter membership, including recruiting and retention
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

Achieve a retention rate >= 70%
Leverage the PMI Global Chapter Member Retention Marketing Plan

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 Chapter Reporting System (aka Data Exchange Program (DEP))
Maintain the membership records of the chapter (Chapter Reporting System)
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

Membership Coordinator / Average Hours per month = 4-5
Positions Available: 2 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Membership
Role: Work the Membership table at the monthly Dinner Meetings and the Annual Chapter Anniversary Event
Responsibilities:

Attend the monthly Dinner Meeting at one of the two dinner meeting sites. The monthly dinner event is replaced by the annual event in November and there are no events in December.

Rancho Cucamonga (Antonino's Ristorante Italiano), 3rd Tuesday of the month
Temcula (Lienzo Charro Mexican Restaurant Bar & Grill), 4th Tuesday of the month

Arrive by 5:00 pm
Help the VP of Membership set up the Membership table
Greet attendees
Explain the benefits of PMI and PMICIE membership to non-members
Assist non-members in joining PMI and PMICIE

Operations Positions

Operations Director

/ Average Hours per month = 10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Operations
Role: Assists the VP of Operations in preparing, maintaining, recording, circulating all records, correspondence, minutes of meetings, and related affairs of the chapter.
Assists in the operations of the Volunteer Service program which addresses the needs of the volunteers, including recruitment, retention, recognition and leadership development training and associated record keeping.
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 and maintains all meeting minutes
Notify membership not less than the period stated in the chapter bylaws before annual general
meetings
Provide records to members and outside organizations that request information
Provide support for membership communication
Assists in developing and maintaining the Volunteer Service Program

Volunteer Service Program Director

/ Average Hours per month = 10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Operations
Role: Assists in the operations of the Volunteer Service program which addresses the needs of the volunteers, including recruitment, retention, recognition and leadership development training and associated record keeping.
Responsibilities:

Responsible for volunteer recruitment and/or retention and off-boarding
Provide clear expectations to volunteers regarding their roles
Responsible for identifying and developing programs to involve, develop, engage and manage volunteer members
Responsible for the development and recognition of volunteers
Responsible for providing PMI volunteer awareness at the local and global levels.

Professional Development Positions

Professional Development Director

/ Average Hours per month = 10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Professional Development
Role: Responsible for professional development, education and chapter events in accordance with chapter policies and bylaws and retention.
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
Provide the information necessary to market the education, certification, as well as training opportunities offered by the chapter
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

Class Coordinator
(PMP Exam Prep, CSM, ACP) / Average Hours per quarter = 15
Positions Available: 3 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Professional Development
Role: Coordinate all aspects of the respective professional development classes according to the schedule of activities.
Responsibilities:

Responsible for coordinating all activities for one of the professional development classes (PMP Exam Prep, CSM, and ACP).
Assist with obtain venues for the classes
Coordinate with the class instructor for any items needed for the class
Coordinate with the VP of Finance for monetary items relating to the class
Coordinate with the VP of Marketing for marketing the class and publishing it on the website

Program Positions

Programs Director

/ Average Hours per month = 10
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Programs
Role: Responsible for the chapter monthly dinner meetings and special events in accordance with chapter policies and bylaws and retention.
Responsibilities:

Responsible for coordinating all activities for one of the monthly dinner meetings
Emcee and facilitate the Annual event/Professional Development Day
Team with the VP of Professional Development to 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
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 and presentations
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

Dinner Meeting Manager

(Rancho Cucamonga and Temecula) / Average Hours per month = 8
Positions Available: 2 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Programs
Role: Responsible for one of the chapter monthly dinner meetings and special events in accordance with chapter policies and bylaws and retention.
Responsibilities:

Coordinate all activities according to the dinner meeting schedule
Attend the monthly Dinner Meeting at one of the two dinner meeting sites. The monthly dinner event is replaced by the annual event in November and there are no events in December.

Rancho Cucamonga (Antonino's Ristorante Italiano), 3rd Tuesday of the month
Temcula (Lienzo Charro Mexican Restaurant Bar & Grill), 4th Tuesday of the month

Arrive by 5:00 pm
Setup the A/V equipment and breakdown after the meeting
Print all dinner meeting materials (Name badges, registration roster, surveys, etc.)
Assist with placement and distribution of any handouts
Emcee the meeting
Collect surveys and assemble results

Special Events Coordinator

/ Average Hours per month = 4-5
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Programs
Role: Plan and coordinate special events including the annual chapter Professional Development Day
Responsibilities:

Plan for the event

Develop a schedule for accomplishing all the tasks for the event
Event is usually held the 2 weekend in November

Develop a theme for the event in coordination with the BOD
Develop an agenda for the all event

The event can be a half day or full day event (Typically 8:00 am to 6:00 pm or 10:00 am – 3:00 pm
Provides the opportunity for about 7 PDUs for a full day event and 4 PDUs for a half day event

Secure a location
Plan for food for the event
Secure speakers
Obtain sponsors
Coordinate with the VP of Marketing to market the event
Coordinate with the VP of Operations for tactical operational needs

Speaker Coordinator

/ Average Hours per month = 4-5
Positions Available: 1 / Max Yearly Category ‘E” PDUs = 15
Reports to: VP of Programs
Role: Obtain and confirm speakers for all monthly dinner meetings and special events including the annual chapter Professional Development Day
Responsibilities:

Obtain commitment from speaker to present at the event
Continue to communicate with the speaker prior to the event
Send out follow up communication to the speaker after the event and thank them for presenting
Coordinate with the VP of programs for the event

Revised: 1/18/14DRAFTPage 1