PMICIE 2014 Volunteer Service Positions Contents

Transcription

1 2014 Volunteer Service Positions Contents Board of Director Positions... 2 Finance Positions... 3 Finance Director... 3 Registration Desk... 3 Marketing Positions... 5 Marketing Director... 5 Communications Director... 5 Website Director... 5 Social Media Director... 6 Corporate Outreach Director... 6 Community Outreach Director... 7 Academia Outreach Director... 7 Membership Positions... 9 Membership Director... 9 Membership Coordinator... 9 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... 16

2 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 a separate link on the website to the document pmi_cie_board_role_descriptions_v1.1_2014.pdf The remainder of this document outlines the roles and responsibilities of other PMICIE volunteer service positions which report to their respective VPs. Revised: 3/2/14 Page 2

3 Finance Positions Finance Director Average Hours per month = 8 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. 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 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. o Rancho Cucamonga (Antonino's Ristorante Italiano), 3 rd Tuesday of the month o Temecula (Lienzo Charro Mexican Restaurant Bar & Grill), 4 th Tuesday of the month Arrive by 5:00 pm Help the VP of Finance set up the Registration area Revised: 3/2/14 Page 3

4 Greet and sign-in attendees, handout name badges Receive monies from people not pre-registered Confirm the deposit made by VP Finance in Wrike Revised: 3/2/14 Page 4

5 Marketing Positions Marketing Director Average Hours per month = 10 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. 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 Reports to: VP of Marketing Role: Manage and develop the PMICIE chapter communications program 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 Reports to: VP of Marketing Role: Make design changes to website and update content Revised: 3/2/14 Page 5

6 Become familiar with chapter Vision, Mission and Marketing statements Learn how to update content on the chapter website o Currently hosted by Star Chapter o 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 o 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 Reports to: VP of Marketing Role: Promote PMICIE through social media sites such as Facebook, Twitter and LinkedIn. 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 Reports to: VP of Marketing Role: Collaborate with local corporations and businesses to publicize the chapter and PMI Become familiar with chapter Vision, Mission and Marketing statements Contact local corporations and businesses with the goal of developing mutually beneficial partnerships Revised: 3/2/14 Page 6

7 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 Reports to: VP of Marketing Role: Collaborate with local corporations and businesses to publicize the chapter and PMI 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 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 Revised: 3/2/14 Page 7

8 Seek to leverage the PMI Educational Foundation to potentially offer student scholarships Revised: 3/2/14 Page 8

9 Membership Positions Membership Director Average Hours per month = 10 Reports to: VP of Membership Role: Address the needs of chapter membership, including recruiting and retention 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 o Achieve a retention rate >= 70% o 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 Revised: 3/2/14 Page 9

10 Event 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. o Rancho Cucamonga (Antonino's Ristorante Italiano), 3 rd Tuesday of the month o Temcula (Lienzo Charro Mexican Restaurant Bar & Grill), 4 th 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 Revised: 3/2/14 Page 10

11 Operations Positions Operations Director Average Hours per month = 10 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. 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 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. 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 Revised: 3/2/14 Page 11

12 Responsible for the development and recognition of volunteers Responsible for providing PMI volunteer awareness at the local and global levels. Revised: 3/2/14 Page 12

13 Professional Development Positions PMICIE Professional Development Director Average Hours per month = 10 Reports to: VP of Professional Development Role: Responsible for professional development, education and chapter events in accordance with chapter policies and bylaws and retention. 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. Responsible for coordinating all activities for one of the professional development classes (PMP Revised: 3/2/14 Page 13

14 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 Revised: 3/2/14 Page 14

15 Program Positions Programs Director Average Hours per month = 10 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. 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. Revised: 3/2/14 Page 15

16 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. o Rancho Cucamonga (Antonino's Ristorante Italiano), 3 rd Tuesday of the month o Temcula (Lienzo Charro Mexican Restaurant Bar & Grill), 4 th 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 Reports to: VP of Programs Role: Plan and coordinate special events including the annual chapter Professional Development Day Plan for the event o Develop a schedule for accomplishing all the tasks for the event o 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 o 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 o 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 Reports to: VP of Programs Role: Obtain and confirm speakers for all monthly dinner meetings and special events including the Revised: 3/2/14 Page 16

17 annual chapter Professional Development Day PMICIE 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: 3/2/14 Page 17