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About PMI

The Project Management Institute (PMI) is a non-profit professional organization dedicated to advancing the state-of-the-art in the management of projects. PMI membership is open to anyone actively engaged or interested in the application, practice, teaching, and researching of project management principles and techniques.

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Branch Officers Position Descriptions

All Branch Members are responsible for:

  • Attending all board meetings
  • Replying to motions via email within 3 business days for decisions between meetings
  • Attending all possible chapter events such as dinner and lunch meetings as a visible member of the board
  • Attending and contributing to all annual planning and strategy sessions
  • Collaborating with other board members with initiatives that cross over board portfolios
  • Attending leadership conferences as applicable
  • Keeping up on duties and responsibilities of own portfolio
  • Contributing to the overall board strategy and effective operations
  • Promoting PMI-WV and its initiatives and values at business and PM community events
  • Building good relationships with members and volunteers
  • Building positive and productive relationships between PMI-WV and the business and education communities
  • contributing/maintaining information on the PMI-WV website


Branch President

Accountabilities:
The Branch President shall be responsible to the chief executive Director for the Branch and represent the Branch to the Board. He/She shall perform such duties as are customary for presiding Directors, including making all required appointments with the approval of the Board. The Branch President will be accountable for establishing the strategic direction for the Branch in concurrence with the Branch goals and Chapter strategic direction and for ensuring that the branch representatives collectively contribute to the achievement of that strategy, as well as the Chapter’s sustainability.
Specific accountabilities include, but are not limited to:
  1. Stewardship of the Branch’s and Chapter’s strategy, ie. mission, vision and strategic objectives, including maintenance of the PMI-WV Short-Term and Long-Term Strategy document;
  2. Performance of the Board and its individual Directors;
  3. Board member succession, including appointments of replacement Board members to vacant positions;
  4. Appointments of directors or event contributors for each election year, appointments of committees, committee chairpersons and representatives to task teams with Board approval;
  5. Implementation of effective and efficient Branch policies, procedures, roles and structures, as it pertains to the vision of the branch and strategic direction of the chapter as a whole;
  6. Development of Branch board meeting and General Meeting schedules and agendas and presiding over all Branch board meetings and General Meetings;
  7. Monthly, periodic, and annual reporting as required to the Chapter to go to PMI Global Operations Center. An example may include the materials for the branch, which goes toward the submission of the annual application for Charter renewal;
  8. Liaison with the Chapter Board, PMI Global Operations Center and other PMI components and organizations;
  9. Pursuing and developing alliances with other organizations, agencies, businesses and individuals in order to further the Branch's purpose and strategic objectives, as it relates to the Chapter's strategic direction;
  10. Retention and archival of permanent records associated with the position;
  11. Information handoff and transition to the position successor; and
  12. Collaborate with other branch presidents to synergize events, annual training(s) and any other business that the Chapter coordinates.

Specific Job Description and Summary of Tasks
The President of the branch is responsible for developing and ensuring that the Board is working towards the strategy and vision of the Branch, in concurrence with the Chapter. The President is a liaison with other PMI-WV presidents and other PMI chapters. He/she is responsible for outward facing communications to the PMI community.
Monthly:
  • Chair Branch Board meetings
  • Participate in Chapter meetings, as an appointed board member
  • Region One Liaison – attend monthly conference call and any action items
  • Attend ad hoc committee meetings
  • Liaison to PMI Global Operations Center
  • Liaison to other PMI components
  • Meeting/consulting with other organization reps and the occasional preparation and delivery of informative presentations to other organizations
  • Branch Board Oversight
  • Respond to information requests regarding PMI, PMI-WV & programs
  • Financial Management
  • Checking mailbox and correspondence weekly

Annually:
  • Lead Strategic Planning (branch) session
  • Participate in Chapter Strategic Planning
  • Filling Vacant Board positions as necessary
  • Appointing PM Chairs, Directors, Event Coordinators, etc for committees

Time Commitment per month (average)
This role is ongoing year round with a time commitment varying from a low of 15hrs/mnth to sometimes as much as 35 hrs/mnth; averaging between 20 and 25 hrs/mnth.

Important Qualifications or Skills
  • Vision; a sense of purpose
  • Enthusiasm
  • Dedication to organization
  • Some public speaking; at least to the degree of being comfortable chairing board meetings and/or conducting business from the podium for dinner meetings, etc.
  • Knowledge of PMI organization, GOC and component operations, etc.– this can be gained on the job
  • All the usual soft skills required for a supervisory/management role; e.g. leadership ability, people skills, good communication, organized. This is more important in a volunteer organization


VP Administration (Optional)

Accountabilities:
The VP Administration shall be accountable for the development, implementation and evaluation of a records management system that contributes to the achievement of the Chapter’s long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
  1. Overall stewardship of the Administration portfolio and its performance in support of the Branch Annual Business Plan;
  2. Development of the annual records management plan;
  3. Monthly, periodic, and annual reporting including minutes of the Board meetings and General Meetings;
  4. Retention and archival of permanent Branch records, to be available to Chapter Board;
  5. Information handoff and transition to the position successor; and
  6. Provision of the Branch/Chapter’s stationary and printed materials.

Specific Job Description and Summary of Tasks
VP Administration is responsible for documenting and communicating board activities within the board, generating board business reports, and assisting the other portfolios with their formal documentation where required.
Monthly:
  • Attend and take minutes of all Board meetings
  • Ensure minutes are approved by board and post on PMI-WV internal Board Business webspace within 10 days of the board meeting
  • Ensure recurring branch lunch and dinner meetings are available on PMI Headquarters website for PDU claiming

Occasionally:
  • Review and shepherd the branch and chapter record retention policy
  • Maintain electronic and physical inventory of branch business

Time Commitment per month (average)
This role is ongoing with a frequency of a minimum of 4-12 hours per month

Important Qualifications or Skills
  • Computer skills
  • Writing skills


Branch VP Communications

Accountabilities:
The VP Communications shall be accountable for the needs assessment, development, implementation and evaluation of an integrated communication plan that contributes to the achievement of the Branch’s short-term and long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
  1. Overall stewardship of the Communications portfolio and its performance in support of the Annual Business Plan, in conjunction with the Chapter's strategic plan;
  2. Development of the annual communication plan;
  3. Communication products and services;
  4. Maintenance of the internal and external web sites, as needed;
  5. Liaison with advertisers;
  6. Monthly, periodic, and annual reporting on relevant topics;
  7. Portfolio succession management;
  8. Retention and archival of permanent records associated with the position; and
  9. Information handoff and transition to the position successor.

Specific Job Description and Summary of Tasks
Daily:
  • Monitor main PMI-WV email mailbox: Forwarding on requests to other Board members. Answering inquiries regarding finding information.

Monthly:
  • Oversee volunteer roles which report to the Communications portfolio; including: e-mail blasts, Webmaster, Newsletter, Publications, and Advertising. Covering these roles when volunteer vacancies exist. (see additional roles descriptions following).
  • Participate in all Board Meetings: Providing input on behalf of the Communications Team where required. Communicate needs to/from Associate Members of Communication Team to the Branch Board. Provide monthly updates on Communication portfolio objectives;
  • Provide advertising invoices to VP Finance and manage invoicing database;
  • Review and approve monthly Newsletter content (if newsletter exists);
  • Provide consolidated monthly activity report to Board;
  • Ensure volunteer reports are kept current on relevant Board decisions and directives;
  • Manage board internal web collaboration site.

Monthly & Annually:
  • Manage overall Budget and Revenues for Communications Portfolio;
  • Manage advertising rate schedule and questions from membership about notifications;
  • Updating advertising rate schedule when needed;
  • Provide nametags for new Board members, and signage for new sponsors

Time Commitment per month (average)
This role is ongoing with a frequency of approximately
  • Operational activities – 12 - 20 hours per month
  • Project activities known for 2008 – an additional 12 – 20 hours in peak months
  • Strategic activities – e.g. website/logo redesign/updates - TBD

Important Qualifications or Skills
  • Committment
  • Project Management skills and good organizational abilities
  • Excellent writing and editing skills
  • Understanding of good design principles for website content management
  • Basic understanding of HTML is beneficial
  • Ability to lead and motivate team members

Additional Volunteer Roles reporting to Communications Portfolio:
Sending e-mail blasts:
  • Send advertising e-mails as requested/required. Board members are responsible to format content.
  • Manage PMI-WV mailing list database of members and non-members.
  • Manage PMI-WV special email notifications, for example job notifications.
  • Update PMI-WV DB members list from PMI Headquarters DEP monthly download.
  • Send regular (weekly) chapter information e-mails to members and non-members
  • Provide monthly activity report to VP Communications

Webmaster
  • Publish content from Board members onto website Board members are responsible to keep content fresh and relevant.
  • Manage Home Page content.
  • Manage job postings content from membership, per direction from board. Disputes are escalated to VP Communications.
  • Manage Vendor relationships (eg. PayPal, Web hosting, etc)
  • Administer Board internal site, including help support, data posting, and archives.
  • Provide training to Board on how to use internal site effectively. Board members are responsible to keep content fresh and relevant.
  • Provide newsletter content to Newsletter by 26th of the month (if newsletter exists).
  • Provide monthly activity report to VP Communications

Newsletter (if applicable)
  • Gather newsletter content (last week of month) Board members are responsible to provide content by 26th of the month.
  • Format and completes Newsletter by 1st of the month.
  • Notify VP Communicatons to review and approve Newsletter.
  • Provide meeting pre-presentation slides – Monday before meeting (Salem - Wednesday at noon, Eugene - Thursday evening, Corvallis - Friday extended noon).
  • Provide monthly activity report to VP Communications.

Publication of Newsletter (if applicable)
  • Gather or create publications of interest to membership.
  • Provide website content to Webmaster to be published.
  • Provide newsletter content to Newsletter by 26th of the month.
  • Provide monthly activity report to VP Communications.

Advertising
  • Suggest new ideas for creating revenue from advertising.
  • Provide options to branch board for review and acceptance at chapter level.
  • Provide monthly activity report to VP Communications


VP Finance

Accountabilities from Bylaws:
The VP Finance shall be accountable for the development, implementation and evaluation of a financial management system that contributes to the achievement of the Chapter’s long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
  1. Overall stewardship of the Finance portfolio and its performance in support of the Annual Business Plan;
  2. Preparation of the annual operating and capital budgets;
  3. Oversight of the management of funds for duly authorized purposes of the Chapter, including accounts receivable, accounts payable, management of the Chapter’s bank accounts and required Officer signatures;
  4. Monthly, periodic, and annual reporting including financial statements and information in support of the annual charter renewal application;
  5. Annual financial audits;
  6. Portfolio succession management;
  7. Retention and archival of permanent records associated with the position; and
  8. Information handoff and transition to the position successor.

Specific Job Description and Summary of Tasks
As an officer to the board, the VP Finance is responsible for all accountabilities of an officer and financial sections of the bylaws.

The VP Finance is responsible for a significant set of accounts that must be kept up to date with all of the transactions, notes, and payments required to operate a chapter according to the laws of the country, province, and city.
Monthly:
  • Keep a record and act on transactions from the chapter website
  • Pay required bills
  • Deposit funding received from sponsors
  • Create deposit cheque for board activities and accept expense submissions and record transactions to the budgeted accounts
  • Provide an income statement and balance sheet summary report to the board each month at the board meetings
  • Attend the dinner meeting so that the reception desk has the tools on hand to provide a transaction service to members

Annually:
  • Create a starting point for the budgeting process and guide to board with financial advice to get a final operational and capital budget approved.
  • Initiate and complete an audit of the board’s yearly transaction activities (submit to VP Operations for chapter business registration and PMI Global Operations for chapter renewal)
Time Commitment per month (average)
This role is ongoing with daily or weekly reporting or action frequency of approximately 30 hours per month
Important Qualifications or Skills
  • Knowledge of GAAP and legal requirements for financial records, methods, and practices
  • Accounting Designation is preferred
  • Familiarity with accounting software
  • Experience with creating and reporting financial record

Available to the board members for transactions



VP Marketing & Public Relations

Accountabilities from Bylaws:
The VP Marketing shall be accountable for the needs assessment, development, implementation and evaluation of an integrated marketing plan that contributes to the achievement of the Chapter’s long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
  1. Overall stewardship of the Marketing portfolio and its performance in support of the Annual Business Plan;
  2. Development of the annual marketing plan;
  3. Marketing products and services;
  4. Liaison with corporate sponsors and businesses;
  5. Stewardship of the Chapter’s annual awards program, encompassing corporate, team, and individual awards and educational scholarships;
  6. Monthly, periodic, and annual reporting on relevant topics;
  7. Portfolio succession management;
  8. Retention and archival of permanent records associated with the position; and
  9. Information handoff and transition to the position successor.

Specific Job Description and Summary of Tasks
Daily:
  • Participate in all Board Meetings: Providing input on behalf of the Marketing portfolio where required.
  • Communicate needs to/from Associate Members of sub-committees to the Board.
  • Provide monthly updates on Marketing portfolio objectives
Monthly:
  • Solicit sponsors; sell and maintain sponsor relationships
  • Provide invoicing requirements to VP Finance
  • Collaborate with other Board Members and sub-committees for communications.
  • Work with subcommittees and sponsors to manage expectations
  • Assist with coordinating communications side of dinner & lunch events; determine what messages need to be delivered, when and best medium / working in conjunction with VP Communications
  • Newsletter sponsorship profiles; ensure that sponsors receive what has been promised
  • Advertise sponsor logos / mail outs / events; ensure sponsors are getting agreed upon exposure
  • Advertise sponsor logos website; coordinate sponsor logos with Webmaster for posting to website
  • Chapter signage; bring signage to meetings / responsible for all promotional and signage for Chapter
Monthly & Annually:
  • Formalize a marketing plan that is in line with strategic objectives and perform the tactics and strategies
  • Updating sponsorship packages when needed
  • Formalize slideshow to present at organizations to build awareness and drive membership
  • Work with major event committees and oversee sponsorship commitments and marketing of event to insure its success
  • PMI-SAC / CIPS member golf tournament; work on the golf committee to ensure that PMI-SAC and its members are represented and overall quality of the event
Time Commitment per month (average)
This role is ongoing with a frequency of approximately 12 - 20 hours per month depending on project activities known for 2007 – and additional hours in peak months
Important Qualifications or Skills
  • Marketing and Sales Experience
  • Strong Network
  • Writing/Presentation skills

Ability to lead and motivate team members



VP Membership

Accountabilities from Bylaws:
The VP Membership shall be accountable for the needs assessment, development, implementation and evaluation of a Chapter membership plan that contributes to the achievement of the Chapter’s long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
  1. Overall stewardship of the Membership portfolio and its performance in support of the Annual Business Plan;
  2. Development of the annual membership plan;
  3. Liaison with current and prospective members;
  4. Products and services that are not already provided to members via Professional Development or Program portfolios;
  5. Monthly, periodic, and annual membership reporting on relevant topics;
  6. Portfolio succession management;
  7. Retention and archival of permanent records associated with the position; and
  8. Information handoff and transition to the position successor.

Specific Job Description and Summary of Tasks
VP Membership is a direct liaison to the entire chapter membership and is there as an advocate for the professional needs of the Chapter.
Monthly:
  • Liaison with membership (questions, concerns)
  • Membership statistics (maintaining and reporting from the DEP database)
  • Retention review and follow-up
Annually:
  • Membership surveys
  • Strategic Planning
  • Budgeting
  • Membership benefits
  • Volunteer appreciation
Time Commitment per month (average)
This role is ongoing with a frequency of approximately 15 – 20 hours per month
Important Qualifications or Skills
  • Communication
  • Enthusiasm
  • Dedication to participating on a volunteer basis

Knowledge of PMI, benefits, PMP exam process, PMP membership process



VP Operations

Accountabilities from Bylaws:
The VP Operations shall be accountable for the development, implementation, and evaluation of an integrated annual business plan that contributes to the achievement of the Chapter’s long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
1. Overall stewardship of the Chapter’s integrated, Annual Business Plan, including creation/update and implementation;
2. Overall stewardship of the Operations portfolio and its performance in support of the Annual Business Plan;
3. Creation, implementation and maintenance of integrated and effective processes for the Board and Chapter, including maintenance of the PMI-SAC Policies and Procedures document;
4. Effective structure and roles for the Board as a whole;
5. Oversight and resourcing for special projects identified in the Annual Business Plan;
6. Chairing Board meetings and General Meetings in the President’s absence and has authority commensurate with the President in his or her absence;
7. Monthly, periodic, and annual reporting, including the Chapter’s annual report and Chapter Renewal submission;
8. Portfolio succession management;
9. Retention and archival of permanent records associated with the position; and
10. Information handoff and transition to the position successor.
Specific Job Description and Summary of Tasks
The VP Operations works with the President to ensure all of the responsibilities of the PMI-SAC board are fulfilled. The focus is on the operating budget and functions of the board and to assist with strategic planning.
Monthly:
  • Board Oversight
  • Respond to information requests from the board
  • Financial Management
  • Being familiar with the Board Bylaws and operating policies to ensure the board adheres to all legal, financial and any other obligations and able to communicate these to the board as required
  • Create and update Board bylaws, policies, or other documentation required
  • Leadership, advisory, and assistance other portfolios
  • Participate in monthly board meetings and annual strategy sessions
Annually:
  • Ensure that the budget is approved and fits with the strategy
  • Assist the President in filling Vacant Board positions as necessary
  • Registration of the board with the Alberta Registries on an annual basis and filing bylaw amendments as per the bylaws and society act

Time Commitment per month (average)
This role is ongoing year round with a time commitment varying from a low of 10hrs/mnth to sometimes as much as 35; averaging between 20 and 25
Important Qualifications or Skills
  • Vision; a sense of purpose
  • Enthusiasm
  • Dedication to organization

All the usual soft skills required for a supervisory/management role; e.g. leadership ability, people skills, good communication, organized. This is more important in a volunteer organization



VP Professional Development

Accountabilities from Bylaws:
The VP Professional Development shall be accountable for the needs assessment, development, implementation and evaluation of professional development products and services that contribute to the achievement of the Chapter’s long-term strategy and sustainability. The VP Professional Development must have a valid and current PMP designation.
Specific accountabilities include, but are not limited to:
1. Overall stewardship of the Professional Development portfolio and its performance in support of the Annual Business Plan;
2. Development of an annual professional development plan;
3. Professional workshops and seminars that develop members’ credentials;
4. Certification examination preparation workshops that reflect PMI certification testing;
5. Educational program schedules, resources, logistical arrangements and publication;
6. Monthly, periodic, and annual reporting on relevant topics;
7. Portfolio succession management;
8. Retention and archival of permanent records associated with the position; and
9. Information handoff and transition to the position successor

Specific Job Description and Summary of Tasks
The VP Professional Development is responsible for the following major activities:
  • Support/Promote/Enhance 3 levels of training in Project Management:
    • Introduction & Basic Concepts of Project Management
    • Certifications (CAPM, PMP and PgMP)
    • Advanced & Professional Development
  • Ensure quality service and products to PMI-SAC members
  • Collaborate with Educational Institutions in promoting and supporting PMBOK
  • Collaborate with Industry Organizations in promoting and supporting PMBOK
  • Interface with PMI Headquarters as component liaison in Education & Professional Development programs & activities

Specific tasks in support of the above major activities include the following:
  • Support/Promote/Enhance 3 levels of training in Project Management
    • In 2005 - focus was on Partnership with MRC re: PMP Exam Prep Course - honoring the agreement and obligations
    • Ensuring invoicing to MRC and payments to Facilitators are done correctly and in a timely manner
    • Ensuring the readiness of Course Instructors, materials, content, etc.
    • Meeting with MRC Coordinators on any issues and concerns
    • Planning with MRC Coordinators regarding programs, schedules and content delivery
    • Interfacing with Communications regarding e-mail notification and registration details
  • Ensure quality service and products to PMI-SAC members
    • Responding to membership questions related to CAPM/PMP Certifications, qualifications, resources, content, and PDU tracking & reporting
    • Ensuring PMBOK changes to 3rd Edition are well prepared as part of the content for delivery and training
  • Collaborate with Educational Institutions in promoting and supporting PMBOK
    • In 2005, started to build relationships with MRC, SAIT, UC, CDI, Athabaska University
    • Meetings with various Institution/Departments/Faculties discussing existing and future programs related to Project Management, and the strategy to align with PMBOK
    • Maintain relationship through on-going Awards ($500 per institution with a $2000 budget for 2005)
  • Collaborate with Industry Organizations in promoting and supporting PMBOK
    • No major activities in 2005, except through SAIT - who have engaged the industry in providing Project Management training on-site and have requested PMI-SAC to establish a resource pool of qualified PMP's for 2006 and beyond.
  • Interface with PMI Headquarters as component liaison in Education & Professional Development programs & activities
    • Ensure relevant PMI national or international programs or initiatives are communicated with PMI-SAC
    • Ensure alignment and consistency with PMI in general
    • Understand impacts of changes to PMBOK
    • Liaise with Educational foundation

Time Commitment per month (average)
This role is ongoing with a frequency of approximately some months are quiet - 10% (10-15 hours) and some months are intense - 25% (40 hours)

Important Qualifications or Skills
  • PMP Certification
  • University Degree
  • Teaching experience (1-2 years)
  • Project Management experience (>10 years)

Familiarization with Educational & Professional programs or topics



VP Programs

Accountabilities from Bylaws:
The VP Programs shall be accountable for the needs assessment, development, implementation and evaluation of programs relating to project management, that contribute to the achievement of the Chapter’s long-term strategy and sustainability.
Specific accountabilities include, but are not limited to:
  1. Overall stewardship of the Programs portfolio and its performance in support of the Annual Business Plan;
  2. Development of the annual program plan;
  3. Program schedules, speakers, logistical arrangements, publication, registration and related record-keeping;
  4. Liaison with professional associations and program guest speakers;
  5. Monthly, periodic, and annual reporting on relevant topics;
  6. Portfolio succession management;
  7. Retention and archival of permanent records associated with the position; and
  8. Information handoff and transition to the position successor.

Specific Job Description and Summary of Tasks
Monthly:
  • Attend all board meetings and strategy sessions
  • Monitor event registrations and prepare registration lists
  • Attend all dinner & lunch meetings
  • Introduce speakers and presenters
  • Coordinate arrangements for event venues, catering, etc.
  • Meet with speakers prior to events to collaborate on presentation content and event logistics
Monthly & Annually:
  • Manage overall dinner program
  • Solicit and arrange for speakers and presentation topics
Time Commitment per month (average)
Averages 30-40 hours per month with some variance due to cyclic nature of program season
Important Qualifications or Skills
  • Project Management skills and good organizational abilities
  • Good people skills
  • Comfortable leading and facilitating events; public speaking