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PMI CVC's

Board of Directors Organization

Organizational Chart

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All Board members are responsible for:

  • Attending all Board meetings or designating an assigned delegate to attend in his/her absence.
  • Attending all possible chapter events 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 responsibilities
  • Attending leadership meetings as applicable
  • Fulfilling and documenting duties and responsibilities for their Board position
  • Sponsoring committees to fulfill Board responsibilities and appointing Directors, if necessary. Ensuring that any volunteers understand the related policies and procedures.
  • Promoting PMI CVC and its initiatives and values at business and PM community events
  • Building positive and productive relations between PMI CVC and the local community
  • Developing and maintaining policies and procedures documents and other materials for the Board position on Board collaboration site.
  • Contributing and maintaining information on the PMI CVC website and newsletter
  • Preparing monthly status reports for presentation at chapter board meetings.
  • Maintaining and delivering all PMI CVC assets, permanent records, policies and procedures to the position successor as required.
  • Preparing annual budget, tracking income and expense items, and remitting fees collected, submitting expense reports and reporting progress against the budget to the VP of Finance.
  • Checking their Board e-mail on a regular basis and responding in a timely manner.

More Details about specific

Board positions

President

Roles and Responsibilities

The President is responsible for the overall functioning of the chapter, assuring that the chapter board works together as a

team, dedicated to achieving the chapter vision, mission and objectives as detailed in the chapter Charter.

The President will:

  • Schedule, coordinate, provide agendas and preside over all Business and chapter meetings.
  • Direct the activities of other officers toward chapter goals and objectives.
  • Appoint Nominating Committee members by July 1 of each year to conduct chapter elections.
  • Appoint replacement board members for vacant board positions
  • Appoint committee and committee chairperson representatives to task teams as required and subject to the board's approval.
  • Submit to PMI an annual application for charter renewal, pursuant to the chapter Policies & Procedures. (The VP-Treasury and Finance, the VP-Membership and the Immediate Past President will assist in supplying information for this document.)
  • Direct preparation of chapter Annual Report and chapter Awards for submission to PMI Headquarters.  
  • Distribute chapter Annual Report to chapter Membership.
  • Represent the chapter, or appoint appropriate alternate, at the PMI Global
  • Leadership Meeting (Fall) meeting.
  • Represent the chapter at bi-monthly Regional Chapter president conference calls.
  • Represent the chapter at the annual Region 5 Leadership meeting held in January.

    Prepare documents for Commonwealth of Virginia annual incorporation renewal and coordinate incorporation activities with chapter attorneys.
  • Prepare monthly status reports for presentation at chapter board meetings.
  • Maintain and deliver all permanent records to the position successor as required.
  • Prepare annual budget, track income and expense items, and report progress against the budget to the VP of Treasury & Finance.
  • Coordinate with the President-Elect in the event of illness, business commitment, or other event that precludes short-term ability to carry out the responsibilities articulated above.

Important Qualifications or Skills

  • Candidate must have at least two years prior experience on the Board (as a Vice President or a Director)
  • Vision
  • Dedication to the organization
  • Some public speaking; or at least to the degree of being comfortable chairing
  • Board meetings and/or conducting business from the podium for dinner meetings
  • Knowledge of the PMI CVC organization, GOC and component operations (this can be learned on the job)
  • All of the usual soft skills required for a supervisory / management role
Executive Vice President

Roles and Responsibilities:

  • Assumes all duties and responsibilities of the President in cases of temporary absence or incapacitation
  • Approve the policies for the other executive officers
  • Special Projects assigned by the President and the Board
  • Liaison and relationships with other professional organizations
  • Plan and facilitate the annual Board Transition Meeting
  • Maintaining chapter records including:Board and business meetings
  • Policies and Procedures
  • Confidentiality Agreements
  • By-laws
  • Cooperative Agreements

The roles and responsibilities of the Executive VP Directors:

Board Secretary

  • Attend Monthly Board Meeting
  • Take Minutes of Discussions, Motions, and Action Items
  • Review and Update Board Action Items
  • Transcribe Minutes into Standard Format and Distribute for Review and Approval

Director of Special Projects

  • Assist the Executive VP in executing Special Projects that are assigned by the President and the Board
  • Conduct/appoint nominations committee for Board Elections if the Executive VP is not involved directly when running for a position on the Board

Important Qualifications or Skills

  • Candidate must have at least one year prior experience on the Board (as a Vice President or a Director)
  • Vision
  • Dedication to the organization
  • Some public speaking; or at least to the degree of being comfortable chairing
  • Board meetings and/or conducting business from the podium for dinner meetings
  • Knowledge of the PMI CVC organization, GOC and component operations (this can be learned on the job)
  • All of the usual soft skills required for a supervisory / management role

     
Vice President of Communications

Roles and Responsibilities

The Vice President of Communications is responsible for all matters related to sponsorship, correspondence to include the chapter newsletter, membership, community outreach, social media, advertising and volunteerism, which will include the recognition dinner, recruitment and coordination

Important Qualifications or Skills

  • Dedication and commitment to the organization
  • Out-going, and personable
  • Understand Chapter functions to enable promotion of chapter
  • Excellent verbal and written communication skills
  • Knowledge of PMI, PMP
  • Ability to work against a budget
  • Creative Thinking

The roles and responsibilities of the VP of Communications' Directors

Director of Newletters

  • The Director of Correspondence/Newsletter will lead and direct the Correspondence/Newsletter committee. They will work with the VP of Communications in maintaining a chapter Correspondence/Newsletter plan
  • Manage and publish the bi-monthly newsletter, establishing volunteer committees as required
  • Solicit and/or write articles for the bi-monthly newsletter
  • Coordinate with chapter President on announcing open positions at monthly chapter meetings
  • Notify membership of PMI CVC events, elections, job postings, and other communications via the newsletter
  • Prepare monthly status reports
  • Respond to comments and questions

Director of Membership

  • The Director of Membership is responsible for the collecting and disseminating membership statistics and information, for welcoming new members, and following with members on membership issues.
  • In partnership with the VP of Communications, develop and track an annual membership plan
  • Welcome new members (send letters, provide gifts, invite them to the chapter meetings and other events)
  • Hold Orientations for new members
  • Run 'New Member Welcome Pass' Program
  • Manage 'guest pass' program
  • Follow-up with members that do not renew membership to determine reason for non-renewal
  • Contact prospective members
  • Provide information about the chapter at events, and follow up with member information requests
  • Address Member question
  • Obtain current CRS files as needed for use in analyzing membership statistics and reporting membership totals
  • Obtain current CRS files as needed for use in mailing Chapter event notices, newsletters and the Annual Report
  • Analyze statistics on members, new members, non-renewal and transfers, and new certifications (PMP, etc.)
  • Manage information display at chapter events; keep the information current and relevant
  • Survey members concerning their view of the Chapter

Director of Sponsorship

  • The Director of Sponsorship is responsible for promoting the benefits of the chapter to organizations located in the Central Virginia area for the purpose of obtaining corporate commitment in the form of membership, donations, and sponsorship for chapter-related events.
  • Responsible for filling the committee with interested volunteers
  • Lead and develop the committee
  • Provide monthly updates to the VP of Communications
  • Promote PMI with corporate representatives and other professional organizations
  • Solicit chapter sponsorship requests from businesses in the area:Select organizations with a tie to PMI or Project Management
  • Select organizations with a tie to leadership or volunteer organization management?
  • Create professional correspondence
  • Manage PMI CVC website to ensure sponsorship advertising is listed
  • Ensure timely payments from sponsors
  • Partner with the Board and Directors on special events
  • Prepare annual budget request, track income and expense items, and report progress against the budget

Director of Volunteerism

  • The Director of Volunteerism will lead and direct the Volunteer committee. They will work with the VP of Communications in maintaining a chapter volunteerism plan that enables successful staffing of chapter committee directorships, committee positions and ad hoc tasks as requested and/or identified by the VPs or their Directors.
  • Serve as central point of contact for volunteers for the Central Virginia Chapter
  • Encourage volunteerism within the Central VA Chapter
  • Maintain a current file of open/requested positions by area/board position
  • Maintain a chapter volunteerism plan to enable successful staffing of committee and/or ad hoc volunteers
  • Coordinate with chapter President on announcing open positions / tasking request at monthly chapter meetings
  • Coordinate with Director of Membership to contact new members to encourage volunteerism with the Central Virginia Chapter
  • Recruit members for open volunteer positions and see if they are interested in future open volunteer positions
  • Develop a list of potential volunteers for future needs from the new member and established member solicitations; identify member name, area of interest, amount of time available, special conditions, and contact information; and share potential volunteer list with the Board
  • Coordination of the annual PMI CVC Volunteer recognition celebration in conjunction with the Director of Programs
  • In coordination with the VPs and Directors, obtain and maintain an active listing of all chapter volunteers; this listing will include at a minimum name, committee, role/task and starting and finish dates
  • Implement and Support PMI Volunteer Relationship Management System (VRMS)
  • Prepare monthly status reports for slide presentations (announcements and marketing presentations) on Volunteerism opportunities for presentation at chapter board meetings

Director of Social Media

  • The Director of Social Media will lead and direct the Social Media committee. They will work with the VP of Communications in maintaining a chapter social media plan that enables successful staffing of chapter committee directorships, committee positions and ad hoc tasks as requested and/or identified by the VPs or their Directors. The Director is responsible for implementing, optimizing, moderating and maintaining social media for the chapter in line with the chapter’s social media policy, communication/marketing plan and PMI’s Social Media Guidelines and brand standards for Chapters.
  • Follow the chapter’s social media strategy and social media policy
  • Ensure compliance with PMI’s Social Media Guidelines and brand standards for chapters
  • Provide leadership to other teams on the most effective methods of using the Chapter social media presence for their needs
  • Stay abreast of social media trends and technology and advise the Chapter if and how to leverage them
  • Learn about tools and applications that can enhance and/or automate social media activities
  • Work closely with Director of Web Content and Director of Newsletters for the integrity and effectiveness of communications
  • Content creation as necessary, including posts, tweets, pins, pictures, infographics, videos, multimedia
  • Curate content, finding and sharing information of interest to the Chapter’s audience while respecting copyright laws
  • Respond to social media comments, concerns and complaints in a professional manner
  • Advise on the best way to integrate social media in the Chapter’s website, marketing campaigns and content publishing
  • Create and manage social media campaigns tailored to the specific needs of the Chapter
  • Monitor and post on behalf of the Chapter to other people’s blogs, social sites and so forth to develop new relationships. Reach out to online communities to build Chapter brand awareness
  • Elevate the profile of the project management profession by disseminating PMI’s thought leadership and research to a regional audience
  • Develop or update a succession plan and training materials for this volunteer role
Vice President of Education

Roles and Responsibilities

The Vice President of Education is responsible for all matters related to certifications (obtaining), programs, professional development (on-going training/PDUs), speaker acquisitions, academic outreach, mentoring and LIGS/CoPs

The VP of Education is responsible for overseeing the following activities:

  • Certification
  • Programs
  • Professional Development
  • Speaker Acquisitions
  • Academic Outreach
  • Mentoring
  • LIGs / CoPs

Important Qualifications or Skills

  • Familiarization with PMI certification programs and topics
  • Event planning
  • Organizational skills
  • Negotiation skills

The roles and responsibilities of the VP of Education Directors: 

Director of Professional Development

  • The Director of Professional Development is responsible for developing and operating workshops that support the professional development and certification needs of the Central Virginia chapter.  
  • Responsible for filling the committee with interested volunteers.

    Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • Evaluate member need for workshops and workshop topics to provide PDUs that support the PMI Talent Triangle criteria.
  • Evaluate member needs for certification workshops to support members credentialing plans (e.g., PMI-ACP, PMP, PMI-RMP, etc.).
  • Determine approach, structure and technology to provide workshops for members, such as classroom, on-line, webinar.
  • Evaluate workshop vendors and/or presenters to determine selection of workshop materials and presentation.
  • Plan workshop events, collaborating with Board members on timeframes and dates.
  • Engage vendors and/or presenters to fulfill each planned meeting in conjunction with the Director of Speaker Management or VP of Education.
  • In conjunction with the VP of Operations and Director of Event Planning, plan the logistics and food for the event.
  • In conjunction with the VP of Operations, VP of Communications, establish the event registration on the PMI CVC site and promote the event.
  • Coordinate with PMI Global on any insurance or other PMI requirement.
  • Hold the workshop events and collect feedback from the attendees.
  • In conjunction with the VP of Operations, provide the attendee information for logging the PDUs.
  • Develop and maintain relationships with local universities and colleges.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

Director of PMI CVC Toastmasters

  • Presiding over meetings
  • Earning distinguished club recognition
  • Leading an guiding the members
  • Representing the Club at District and International levels.
  • In addition to the Toastmasters Club role, the Director of PMI CVC Toastmasters has additional responsibilities to the PMI Central Virginia Chapter.
  • Responsible for filling the committee with interested volunteers.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • In conjunction with the VP of Operations, VP of Communications, establish the event registration on the PMI CVC site and promote the Toastmasters events.
  • Hold the Toastmasters events.
  • In conjunction with the VP of Operations, provide the attendee information for logging the PDUs.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

Director of Charlottesville Meeting

  • The Director of Charlottesville meeting is responsible for developing and operating meetings that support the professional development needs of the
  • Central Virginia chapter in Charlottesville, VA.   
  • Responsible for filling the committee with interested volunteers.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.

    Evaluate member need for meeting topics to provide PDUs that support the PMI Talent Triangle criteria.
  • Determine approach, structure and technology to provide meetings for members, such as classroom, on-line, webinar.
  • Plan meeting events, collaborating with Board members on timeframes and dates.
  • Engage vendors and/or presenters to fulfill each planned meeting in conjunction with the Director of Speaker Management or VP of Education.
  • In conjunction with the VP of Operations, plan the logistics and food for the event (if needed).
  • In conjunction with the VP of Operations, VP of Communications, establish the event registration on the PMI CVC site and promote the event.
  • Hold the meeting events and collect feedback from the attendees.
  • In conjunction with the VP of Operations, provide the attendee information for logging the PDUs.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

Director of Speakers

  • The Director of Speaker Management will be responsible for sourcing and securing quality speakers for PMI CVC in support of providing interesting programs for members.
  • Responsible for filling the committee with interested volunteers.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • Evaluate member need for meeting topics to provide PDUs that support the PMI
  • Talent Triangle criteria.
  • Solicit quality speakers and maintain the speaker list (covering the PMI Talent Triangle categories.
  • Coordinate with the various event venues to provide speaker recommendations for all events, such as Richmond and Charlottesville Dinner Meetings, PMO
  • Practice Group, Government Practice Group, Professional Development
  • Workshops and the PMI CVC Symposium.
  • Follow up with speakers for presentation title, description, bio, photographs, and PMI Talent Triangle category of the presentation.
  • Plan for speaker assignments three (3) months in advance.
  • Facilitate speaker contracts.
  • Send thank you notes to speakers upon completion of assignment.
  • Coordinate with the VP of Finance to ensure payment of speaker fees and expenses.
  • In conjunction with the VP of Education, manage speaker fees against the annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

Military Liaison

  • The Military Liaison is a liaison between the local PMI CVC Board, members and the local military installation or regional military membership geographically located within the PMI CVC designation area. 
  • Responsible for filling the committee with interested volunteers.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • Responsible for promoting benefits of PMI and the PMI Central Virginia Chapter to the local members of the military installation or organization.
  • Act as a bridge to military personnel interested in PMI for Q&A, membership benefits, as well as certification support, networking and career connectivity.
  • Engage in active outreach to local military installations, veterans groups, in addition to being a resource for the local military population.
  • Engage volunteers as ‘coaches’ to assist military personnel in preparing for certification exams, to include: completing applications, assisting with establishment of preparatory training, and other support, as needed.
  • Under guidance of the VP of Communications or Director of Membership, track new military members and certification credentials.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

PMIEF Coordinator

  • Attend PMIEF trainings, updates, and receptions, as available.  
  • Become knowledgeable about PMIEF programs and products.
  • Subscribe to and remain up-to-date with PMIEF e-newsletter.
  • Communicate to your PMI Chapter Board Members the wealth of PMIEF resources the board can utilize and the opportunities for partnering with the PMIEF.
  • Provide ongoing education to your PMI chapter members about PMIEF.
  • Communicate to your PMI chapter members the PMIEF resources they can utilize (PMIEF newsletter, scholarships, awards, resources, etc.)
  • Advocate for the coordination and use of PMIEF resources by your PMI chapter and its members.
  • Represent the interests of PMIEF to your PMI chapter, its board, and members.
  • Promote PMIEF academic scholarships, awards, and training scholarships among your PMI chapter members, as appropriate, and encourage applicants to submit all relevant materials in a timely manner.
  • Facilitate the sharing of ideas specific to philanthropic activities and creation of new programs from your PMI chapter to PMIEF.
  • Suggest new charitable programs and products for PMIEF consideration.
  • Become knowledgeable about the ethics and conduct of public charities.

Director of PMO Practice Group

  • The Director of the PMO Practice Group is responsible for developing and operating meetings that support the professional development needs of the PMO community of practice for the Central Virginia chapter. 
  • Responsible for filling the committee with interested volunteers.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • Evaluate member need for PMO-related meeting topics to provide PDUs that support the PMI Talent Triangle criteria.
  • Determine approach, structure and technology to provide meetings for members, such as classroom, on-line, webinar.
  • Plan meeting events, collaborating with Board members on timeframes and dates.
  • Engage vendors and/or presenters to fulfill each planned meeting in conjunction with the Director of Speaker Management or VP of Education.
  • In conjunction with the VP of Operations, plan the logistics for the event (if needed).
  • In conjunction with the VP of Operations, VP of Communications, establish the event registration on the PMI CVC site and promote the event.
  • Hold the meeting events and collect feedback from the attendees.
  • In conjunction with the VP of Operations, provide the attendee information for logging the PDUs.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

Director of Government Practice Group

  • The Director of the Government Practice Group is responsible for developing and operating meetings that support the professional development needs of the government community of practice for the Central Virginia chapter.
  • Responsible for filling the committee with interested volunteers.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • Evaluate member need for Government-related meeting topics to provide PDUs that support the PMI Talent Triangle criteria.
  • Determine approach, structure and technology to provide meetings for members, such as classroom, on-line, webinar.
  • Plan meeting events, collaborating with Board members on timeframes and dates.
  • Engage vendors and/or presenters to fulfill each planned meeting in conjunction with the Director of Speaker Management or VP of Education.

    In conjunction with the VP of Operations, plan the logistics for the event (if needed).
  • In conjunction with the VP of Operations, VP of Communications, establish the event registration on the PMI CVC site and promote the event.
  • Hold the meeting events and collect feedback from the attendees.
  • In conjunction with the VP of Operations, provide the attendee information for logging the PDUs.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.

PMI CVC Symposium Program Manager

  • The PMI CVC Symposium Program Manager is responsible for developing and operating a Symposium or Professional Development Day (PDD) event that supports the professional development needs for the Central Virginia chapter.
  • Responsible for filling the committee with interested volunteers for the numerous roles for the Symposium event.
  • Lead and develop the committee.
  • Provide monthly updates to the VP of Education.
  • Evaluate member need for topics to provide PDUs that support the PMI Talent Triangle criteria.
  • Determine approach, structure and technology to provide Symposium meeting for members, such as classroom, on-line, webinar.
  • Plan meeting event, collaborating with Board members on timeframes and dates.
  • Engage vendors and/or presenters to fulfill the planned event agenda in conjunction with the Director of Speaker Management or VP of Education.

    In conjunction with the VP of Operations, plan the logistics for the event (if needed).
  • Coordinate with PMI Global on any insurance or other PMI requirement.
  • In conjunction with the VP of Operations, VP of Communications, establish the event registration on the PMI CVC site and promote the event.
  • Hold the event and collect feedback from the attendees.
  • In conjunction with the VP of Operations, provide the attendee information for logging the PDUs.
  • In conjunction with the VP of Education, prepare annual budget, track income and expense items, and report progress against the budget.
  • Maintain and deliver all permanent records to the position successor as required.
Vice President of Finance

Roles and Responsibilities

The Vice President of Finance shall oversee the finances and management of funds for duly authorized purposes of the Chapter

The VP of Finance is responsible for overseeing the activities of the following Directors:

  • Accounting
  • Legal

Important Qualifications or Skills

  • Dedication and commitment to the organization
  • Good attention to detail
  • Understanding of Chapter functions
  • High level accounting understanding
  • Excellent verbal and written communication skills
  • Ability to work against a budget
Vice President of Operations

Roles and Responsibilities

Vice President of Operations is responsible for the following:

  • Website Administration
  • Research & Implement New Technology
  • Event Operations and Planning (location, catering, registration)
  • Documents and Records Retention
  • Chapter strategic planning
  • Mentor & oversee VP Operarations team.

The roles and responsibilities of the VP of Operations Directors:

Director of Event Operations

  • Update PMICVC. Org website with event content provided by the various
  • Directors and VPs as needed
  • Provide update schedule when content is needed
  • Update events parameters based requirements of the event
  • Send notice to the various Directors and VPs that the content has been updated

Director of Event Planning

  • Work with Vice President or Director to define the needs for an event
  • Recruit volunteer(s) to plan and coordinate an event
  • Identify venues and/or suppliers for the event
  • Negotiate contract(s) with Vice President of Operations for event
  • Be liaison between suppliers and PMICVC event committee

Director of Registration

  • Work with Vice President or Director to define the registration needs for an event
  • Recruit volunteers to perform event registration
  • Set-up registration materials for each event
  • Ensure PDUs are reported to PMI for members who attended an event
  • Provide leadership to committee members

Director of Technology

  • Administration and troublehooting of chapter website 
  • Collection and analysis of chapter metrics
  • Introduce new technology and good practices (Blog, Podcast, Webinars)
  • Maintenance of permanent records of business meetings
  • Oversight of Technology of our Annual Conference
  • Provide leadership to committee members
  • Provide website and other technology training for new volunteers

Important Qualifications or Skills

  • Dedication and commitment to the organization
  • Basic knowledge or awareness of latest communication mediums
  • Basic understanding of website design and computer fundamentals
  • Basic knowledge of event logistics and planning
  • Excellent verbal and written communication skills
  • Ability to work against a budget
  • Creative Thinking