Vice President – Professional Development

Job Description

Sponsor: President

The Vice President of Professional Development oversees the planning and execution of all events that are designed to enhance the professional development of the chapter members. These events include:

  • Chapter dinner meetings
  • Chapter breakfast meetings
  • Educational workshops
  • Any other educational or development events in the annual PMI SW Ohio Calendar approved by the board of directors

The VP of Professional Development is responsible for ensuring the curriculum delivered in the calendar of events is closely aligned with the skills and knowledge described in the PMBOK. The training curriculum should also offer the members the opportunity to attend events and programs that offer opportunity for continued development for all levels of Project Managers. The following directors report to the VP of Professional Development:

  • The Director of Monthly Events organizes and oversees chapter dinner and breakfast meetings.
  • The Director of Professional Development/Seminars organizes and oversees educational sessions including workshops and seminars.

Organization Chart

Director – Professional Development & Seminars

Job Description

Sponsor: VP Professional Development

Responsibilities of the Director – Professional Development & Seminars are:

  1. Develop and manage a coordinated, yearly program to enhance the professional development of members of the Southwest Ohio Chapter.
  2. Ensure that all professional development activities support the needs and desires of the business and educational communities of the Southwest Ohio area.
  3. Establish lines of communication with those communities for program guidance.
  4. Participate with the President, VP – Training and Development, and Director – Standards & Certification in the Chapter’s Professional Programs Steering Committee. This committee coordinates all program, education, and professional development activities within the Chapter.
  5. Coordinate the registration process at professional development events, working with the VP – Finance and Director of Registration.
  6. Support a complete and timely turnover of Chapter records to the position’s successor.
  7. Identify the alignment of all professional development events with the Southwest Ohio Chapter strategies for:
  8. Creating niche opportunities for focused networking
  9. Leveraging membership to increase collaboration across companies
  10. Identifying and empowering project management champions to members and executives
  11. Perform other duties as requested by the VP Training & Development.

Director - Registration

Job Description

Sponsor: VP Professional Development

This position is responsible for registration of attendees at all Chapter meeting programs and at occasional workshops or seminars. Major tasks are:

  • Collect advance registration reservations from the webmaster.
  • Submit registration details to the chapter webmaster to be added to the website.
  • Coordinate/conduct event check-in and walk-in registrations.
  • Process credit card charges.
  • Reconcile event income with the VP – Finance.
  • Produce event registration/attendance reports.

The Director should have the following qualifications:

  • Familiar with Microsoft Word and Excel (document templates are provided)
  • Dedicated to customer satisfaction
  • Trustworthy
  • Reliable
  • Well-organized

The position has these additional requirements:

  • Be available for monthly evening committee meetings or conference calls as required.
  • Be able to spend 5-10 hours per event over a month’s time to accomplish registration tasks.
  • Have a mailing address to receive mail-in registrations.
  • Have a secure e-mail address to receive electronic registrations.
  • Be able to receive occasional phone calls during daytime hours.
  • Have access to a personal computer with a modem capable of executing AT-type modem commands.
  • Be able to complete registration wrap-up within one calendar week of each event.
  • Two-year commitment, with the opportunity to extend service.

Advance Registration Requests

  • Registrations are received online via the chapter website
  • Registrations are processed throughout the pre-registration period. Information is recorded about each registration, including:
  • Registrant name
  • E-mail address
  • Company name
  • Phone number
  • Membership status
  • Method of payment
  • Payment amount
  • Confirmations are sent automatically by e-mail on the date an attendee is registered.

Periodic Reporting to Programs Committee

  • Throughout the pre-registration period, reports are distributed to members of the Programs Committee to assist them in planning for the upcoming event.
  • Reports are distributed after each event to provide the Programs Committee with final counts on registrants and attendees.

Registration Materials

  • Registration materials are generated the weekend prior to an event. This includes an attendee roster and name tags for those who pre-registered and Sponsors. At-the-door registration sheets and receipts are also generated to support the Programs Committee’s activities at the event.
  • Registration materials are delivered to the Project Manager prior to or at the event. The Project Manager is responsible for compiling name tags and receipts for those who are pre-registered.

At-the-Door Registration

The Project Manager is responsible for staffing the registration table with volunteers at every event.

Persons at the registration table should do the following:

  1. Greet and answer questions from those pre-registered.
  2. Display name tags and receipts for pre-registered, pre-paid individuals to pick up.
  3. Hold back name tags and receipts for pre-registered, pay-at-the-door individuals to check in and submit payment.
  4. Receive payment from pre-registered, pay-at-the-door individuals. Accept cash, check, American Express, Master Card, or Visa. Checks must be made payable to “PMI Southwest Ohio Chapter.” These people do not need to fill-in the walk-in sheet.
  5. Register walk-ins using the procedure described below.
  6. Track attendee count, which includes the number of at-the-door registrants as well as no-shows from pre-registration to determine a head count for the hotel. This is calculated using the following formula:

# pre-registrants + # paid-at-the-door – no shows pre-registered

  1. Initial head count for meeting given to venue 1 week prior to event. Final head count the day of the event

Register Walk-Ins

  1. Have the registrant log on to the chapter website to register and pay via credit card through PayPal. We accept American Express, Master Card, or Visa.
  2. Receive payment by accepting cash or check
  3. Checks must be made payable to “PMI Southwest Ohio Chapter.”

Event Close-Out

  1. Review the attendee roster and at-the-door registration list for completeness.
  2. Complete forms as needed with payment information and amounts paid.
  3. Note each person who pre-registered but did not attend by placing an X in the NS column of the attendee roster.
  4. Consolidate all checks and cash from advance and pay-at-the-door registration into one envelope and give it to the VP – Finance.
  5. Deliver credit card slips and completed attendee roster and at-the-door registration sheets to the Director – Registration & Credit Card Administration.
  6. Collect all name tags and return them to the Director – Registration & Credit Card Administration for use at the next event.

Director - Monthly Events

Sponsor: VP Professional Development

Job Description

Responsibilities of the Director of Monthly Events are:

  • Recommend an annual dinner/breakfast calendar of events for Board approval prior to the September Board meeting. The calendar of events runs from September 1 through May 31, and it includes at a minimum:
  • Exact dates of dinner meetings for the September through November meetings
  • Exact dates of breakfast meetings for the September through October meetings
  • Tentative dates and topics for the rest of the meetings (to be solidified by the elected VP – Professional Development)

Note: Schedule Chapter meetings so that they do not conflict with the annual PMI Seminar/Symposium or Assembly of Chapter Presidents (ACP) meetings.

  • Work with the Speaker Coordinator(s) and Logistics Manager regarding meetings held in the current year and arrange for the following as required:
  • Seating arrangements
  • Timing of events
  • Special equipment, projectors, microphones, flip charts and display tables, etc.
  • Catering
  • Speaker’s accommodations including hotel arrangements and special equipment, etc.
  • Coordinate with the Director- Registration & Credit Card Administration regarding confirming coverage of the registration table such as the delivery of name tags, walk-in forms and the delivery of final registration count
  • Coordinate with the Logistics Manager regarding the facilities location for all dinner/breakfast meetings.
  • Provide post event feedback questions related to the specific event and submit to Director- Registration & Credit Card Administrator
  • Arrange for speaker’s gift certificate ($50), etc.
  • Develop a meeting backup agenda in the event of speaker/schedule conflicts.
  • Support a complete and timely turnover of Chapter records to the position’s successor.
  • Perform other duties as requested by the VP Training and Development such as backup to the Director of Professional Development/Seminars

Monthly Events Documentation List

The following documents are used to perform the Programs function:

  • Job Descriptions
  • VP – Professional Development (available as a section/subject in this Operations Manual)
  • Program Manager: Ref Documents\JobDescription-Program Manager.doc
  • Meeting Speaker Processes
  • Speaker Invitation Letter: Ref Document Speaker Invitation
  • Speaker Selection Process: RefDocument Formal Speaker Invitation
  • Speaker Formal Invitation Attachment: RefDocument Speaker invitation.doc
  • Monthly Meeting Processes and Templates:
  • Letterhead and Envelope Templates: Ref Documents\Letterhead & Envelope.doc
  • Logo Template: Ref Documents\Logo.doc
  • Meeting Agenda Format: Ref Documents\Meeting Agenda Format.doc
  • Meeting PowerPoint Format: Ref Documents\Meeting PowerPoint Format.ppt
  • Meeting Process Checklist: RefDocument Programs-Checklist-General.xls
  • Program Summary Feedback Spreadsheet: Ref Documents\Program Summary Feedback.xls
  • Programs Schedule Template: RefDocument Programs Schedule.xls
  • Request for Payment Form: Ref Documents\Request for Payment Form.xls
  • Meeting Brochure PDF Document: Ref Documents\Meeting Brochure PDF Document.pdf
  • Meeting Room Layout Documents (PowerPoint; Word): Ref Documents\Meeting Room Layout.ppt Ref Documents\Meeting Room Layout.doc
  • Meeting Registration Processes
  • Registration Template: Ref Documents\Registration Template.doc
  • Registration Cvent & PDU request form: SWOC Cvent & PDU Request.doc
  • Registration Procedure Document: Ref Documents\Registration Procedure.doc
  • Walk-In Registration Form: Ref Documents\Walk-In Registration Form.doc

Director – Special Events

Sponsor: VP Professional Development

Job Description

  • Develop Mega Event theme and specialization tracks
  • Work with the Speaker Coordinator to find Key Note and break out speakers for the Mega Event
  • Work with the Logistics Manager to find a location to hold events
  • Work with Marketing and Communications teams to market event
  • Work with Sponsorship team to coordinate event sponsors.
  • Plan the Mega Event

Speaker Coordinator

Sponsor: VP Professional Development

Job Description

  • Identify and speakers for monthly meetings as well as special events.
  • Speaker’s accommodations including hotel arrangements and special equipment, etc.
  • Prepare the program notice, including a brief biographical sketch of the speaker and the topic in time for an e-mail blast to be sent 30 days prior to the event as well as posting the event on PMI SWOH chapter website.
  • Provide details about the meeting including topic description, speaker bio and event location to the chapter webmaster so the event can be added to the calendar.

Transition - Checklists and Resources

Vice President - Professional Development

Checklist

Transition Checklist: VP – Professional Development

It is important for the VP- Professional Development to have a good understanding of the function’s on-going operations and access to relevant information. Here is a standard checklist of necessary records and resources:

Access to the Chapter’s strategic plan, policies/procedures, and job descriptions for all officers

Access to the PMI Component Leadership Online Community on a weekly basis:

Weekly editions of PMI Headquarters’ Friday FACTS via e-mail

Section entitled Components and the PMI Registered Education Provider (REP) Program in the Policies Manual for PMI Components

Information on the PMI Registered Education Provider (REP) program located on the PMI web site,

Proceedings of professional development events, seminars, workshops, monthly events and Project Management Professional (PMP) examination preparation classes conducted by the Chapter

Copy of the Chapter’s professional development plan for the past year and upcoming year

Networking with other Vice-Presidents – Programs, Professional Development in order to share best practices

Access to the PMI Knowledge and Wisdom Center located on the PMI web site,

Director – Monthly Events

Transition Checklist

Sponsor: VP Professional Development

It is important for the Director of Monthly Events to have a good understanding of the function’s on-going operations and access to relevant information. Here is a standard checklist of necessary records and resources:

Access to the Chapter’s strategic plan, policies/procedures, and job descriptions for all officers

Access to the PMI Component Leadership Online Community on a weekly basis:

Weekly editions of PMI Headquarters’ Friday FACTS via e-mail

Copy of the Chapter’s program plan for the past year and upcoming year

Copy of program checklists

Information regarding events/meetings (locations, points of contact, contracts, costs, ordering audio-visual equipment, etc.)

Certification of Insurance application form from PMI Headquarters (may be downloaded from the Policies section of the Component Leadership Online Community)

Information on speakers and other seminar leaders (points of contact, contracts, costs, any special points of consideration, etc.)

Access to the Component Speaker’s Clearinghouse located at the Services section of the Component Leadership Online Community

Access to the Component Meeting Online Request Form located on the home page of the Component Leadership Online Community; the form enables the Chapter to invite key PMI staff members to attend Chapter meetings and events

Access to the PMI Corporate Presentation located at the Resources for Marketing Officers section of the Component Leadership Online Community

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PMI SWOC Reference Documents List