Directors - Roles and Responsibilities

 

Director of Academic Outreach

Overview:

The Director-Academic Outreach is responsible for fulfilling all Academic Outreach Program operational activities as set forth in the Operational PMI Chicagoland Chapter Academic Outreach Program Charter volunteer responsibility document. The Director will be responsible for managing the daily operations of the program.

Detailed Position Activities:

Activities performed:

  • See volunteer responsibility document.
  • Direct activities of committee in accordance with the Operational PMI Chicagoland Chapter Academic Outreach Program Charter. 
  • Reports to the PMI Chicagoland Chapter VP of Outreach as specified in the Operational PMI Chicagoland Chapter Outreach Program Charter. 
  • Assists the PMI Chicagoland Chapter VP of Outreach in developing presentation policies and guidelines. 
  • Recommend prospective committee members and presenters to PMI Chicagoland Chapter VP of Outreach. 
  • Conduct volunteer screening and responsibilities orientation with Volunteer Relations. Make recommendations to PMI Chicagoland Chapter VP of Outreach. Send updated contact list to PMI Chicagoland Chapter VP of Outreach. 
  • New relations development 

Activities performed periodically:

  • See volunteer responsibility document.
  • Operational planning (yearly goals)

 

Director of Accounting

Overview:

The Director - Financial Accounting is responsible maintaining the financial records for the chapter. Responsible for posting payments and receivables, reconciling the banking accounts, generating invoices, and producing financial reports.

Detailed Position Activities:

Activities performed each month:

  • Use QuickBooks to post bills for Chapter events such as Dinner meetings, PMP Preparation Classes, Professional Development events, Outreach events, etc
  • Record payments and invoices
  • Correctly record revenue from Dinner Meetings, PMP Preparation Classes, and other events
  • Record expense reimbursements
  • Reconcile the bank statements
  • Produce financial reports at the request of Board Members and Directors
  • Save the financial artifacts from all transactions on the Chapter website
  • Work with the VP of Finance and other Board Members to ensure all transactions are properly coded for tax and financial reporting purposes and that they are charged to the appropriate budget categories
  • Produce financial reports to be used at monthly Board Meetings at the request of the VP of Finance or other Board Members

Other activities performed:

  • Perform similar functions for PMI Region 2 as requested by the Region 2 Mentor, or members of the Chapter Board
  • Prepare reports as requested by Legal Counsel, or Board Members
  • Prepare a budget template for use during the budgeting process.

 

Director of Advertising

Overview:

Director of Advertising is the go-to-person on all operational fulfillment related topics for those who wish to advertise with PMI Chicagoland or Sponsor a PMI Chicagoland dinner meeting. 

Director of Advertising maintains inventory of all ads and sponsorships sold or negotiated with firms who wish to reach our PMI Chicagoland audience and provides administrative oversight. In addition the Director of Advertising maintains the pages on our Chapter web site in the “Support Us” fly out menu.

Detailed Position Activities:

Deliverables:

  • Manage inventory of all the advertisers and sponsors for each month 
  • Manage and maintain information in the “support us” fly out menu on the chapter website
  • Manage and maintain the Advertising and Sponsorship policies on the chapter website
  • Coordinate with the VP of Finance when Advertisers or Sponsors need to receive an invoice from the chapter
  • Assist the VP of Finance with collections efforts when requested
  • Verify and stage monthly ads for the Membership Communications Team
  • Produce table tickets and sponsor summary monthly for the Logistics and Programs teams
  • Recruit and onboard new volunteers
  • Provide monthly status update to the VP Technology

Duties:

  • Manage newsletter and website sponsors and advertisements.
  • Manage the timeliness of advertisement submittals for the newsletter and website and work closely with the   Director Newsletter to ensure that the newsletter goes to press as scheduled without delays due to advertisement placement issues.
  • Notify the VP Finance to invoice all advertising for the newsletter and website.
  • Contact annual advertisers for commitment of advertisements for the next year for both the newsletter and     the website in the May-June timeframe.
  • Revise advertisement rate schedule for the newsletter and the website when necessary
  • Place Chapter advertisements when the need arises.

 

Director of Certification

Overview:

The main responsibilities of Director-Certifications are as follows:

To promote certification within PMI, the chapter and supporting organizations, both public and private. The promotional efforts encompass assuring that the PMP designation represents the project management credential of choice for numerous industries and companies and identifying the benefits of the certification to all concerned. This is accomplished by direct interaction with interested organizations and individuals and by providing input to PMI on all aspects of the certification process.

Secondly, to administer the preparation and presentation of periodic certification preparation workshops. The issue of overseeing testing is now conducted by Prometric under the direction of PMI’s executive offices; however, obtaining feedback from applicants and advising PMI’s executive offices of problems is essential. 

Detailed Position Activities:

Activities performed each month:

  • Prepare status report for any assigned special projects for monthly Board Meeting.
  • Contribute knowledge and express points of view based on experience.
  • Prepare articles related to certification for publication in the newsletter and others.
  • Respond to certification inquiries both verbally and by written response.

Activities Performed Periodically:

  • Coordinate Certification Preparation Workshops.
  • Be prepared to offer suggestions for changes and enhancements to the current LRP.
  • Work with the new incoming Director to prepare budgets and plans for the upcoming year.
  • Turn over files and other records to the new Director.

 

Director of Corporate Outreach

Overview:

The Director of Corporate Outreach is responsible for leading chapter initiatives focused on building relationships with ‘corporations’ to promote the chapter, PMI and the project management profession.

Activities:

  • Participate in corporation hosted events  (exhibit, present, promote the chapter/PMI/profession).
  • Facilitate requests from corporations for additional information, chapter involvement and PMI Global participation.
  • Assist other chapter programs in engagement of corporations.
  • Participant in other outreach events and programs.
  • Engage chapter volunteers in events and programs.
  • Attend Business Outreach team monthly meeting.
  • Attend chapter dinner meetings and events. 

 

Director of Executive Outreach

Overview:

The Director of Executive Outreach is responsible for leading chapter initiatives focused on building relationships with ‘executives’ to promote the chapter, PMI and the project management profession.

Activities:

  • Key Lead and participant with the PMI Chicagoland Executive Council, including:
  • Manage the relationship between the chapter and the Council
  • Core Team Lead responsible for Council operations
  • Staffing and management of chapter volunteers to support Council activities, projects and events.
  • Participate in Council events and programs.
  • Participate at executive-level events  (exhibit, present, promote the chapter/PMI/profession).
  • Facilitate requests from executives and organizations for additional information, chapter involvement and PMI Global participation.
  • Assist other chapter programs in engagement of executives.
  • Participant in other outreach events and programs.
  • Engage chapter volunteers in events and programs.
  • Attend Business Outreach team monthly meeting.
  • Attend chapter dinner meetings and events.

 

Director of Logistics

Overview:

The Director - Logistics is responsible for maintaining, tracking, delivery and setup of all equipment and displays for chapter events. This person will also be responsible for finding venues suitable for chapter events and will coordinate with VP Education and VP Outreach. This person will also be the primary contact for additional equipment needs from each venue . (i.e., screens, flip charts, etc.) (Note that the VPs-or-President are accountable for signing the contract agreements.)

Detailed Position Activities:

  • Compile and maintain an inventory of all chapter assets.
  • Provide asset serial number to VP Finance for account tracking.
  • Coordinate delivery and setup of all Chapter equipment needed for event delivery.
  • Tear down and store Chapter equipment until needed for next event.
  • Immediately report malfunctioning equipment for repair initiation.
  • Ensure that double booking for equipment doesn't occur.

 

Director of Member Communications

Overview:

The Member Communications Director coordinates the monthly publication of the newsletter. This involves collecting and editing the text; and directing the Graphic Artist. A newsletter is published to further the aims and objectives of the Chapter and PMI. The editorial policies of the publication will be directed by the Board of Directors and implemented by the Director of Member Communications.

Detailed Position Activities:

Activities performed each month:

  • Publish the Chicagoland Chapter’s newsletter and provide timely notices to the membership of all scheduled general meetings, their locations, date, and subject matter, as well as all other Chicagoland Chapter business which requires notification to the membership. 
  • Determine who is contributing articles to be published, how long the articles will be and how much space will be used.
  • Remind the contributors of the deadlines.
  • Work with Graphic Artist (GA) to assess articles submitted, ads for this issue, probable page length of newsletter, and any other issues.
  • Work with Director PR-Marketing and/or the Advertising Manager to determine what advertisements are to appear in the issue.
  • On deadline, check again with GA, and call contributors who are late.
  • Determine whether the mailing list was delivered to GA for the issue.
  • Check facts and content of articles.
  • Be available for GA’s questions during layout work.
  • Proof-read all drafts and the final copy.

Activities performed periodically:

  • In November set up next year’s calendar of deadline and mailing dates with GA.

 

Director of Member Relations

Overview:

The Director - Member Relations is responsible for attracting new members, and retaining existing members. This person also communicates with the PMI on a monthly basis to follow up on membership inquiries, receive reports/data, and to get membership supplies such as information packets.

Detailed Position Activities:

  • Receive updates, compile and maintain a current file of PMI members in the Chicagoland Chapter area of operation and solicit their affiliation with the local Chicagoland Chapter.
  • Maintain a membership forum, including providing application forms and PMI information to potential members.
  • Maintain an up-to-date list and provide other officers with updates as required for their responsibilities.
  • Respond to and follow up on membership telephone and e-mail inquiries. 
  • Personally meet, greet and appreciated new members at the dinner meetings.
  • Establish recognition and sounding board for long term members expectations. 
  • Reserve tables for new members to sit together, network and promote Chicagoland Chapter benefits.

 

Director of Mentoring

Overview:

  • The Director of Mentoring is responsible for the day to day operations of the Chicagoland chapter’s mentoring program. A summary of responsibilities is as follows:
  • Provides committee activity reports to PMI Chicagoland Chapter Mentoring Program Board Sponsor (2010 and 2011) – VP of Membership (end of 2011) including:
    • Program participant list with contact information
    • Report on participant orientation
    • Expense reports for approval
    • Program evaluation report
  • Responsibilities as documented in the Operational PMI Chicagoland Chapter Mentoring Program Charter and volunteer responsibility document.
  • Formal screening and recommendation of committee volunteers 
  • Administration of all mentoring paperwork 
    • Program volunteer tracking
    • Program participant tracking
    • Participant contact/matching
    • Participant orientation – inform the PMI Chicagoland Chapter Mentoring Program Board Sponsor (2010 and 2011) – VP of Education (end of 2011) of meeting plans, etc.
  • Program evaluation

 

Director of Other Association Outreach

Overview:

The Director- Outreach to other Associations and Professional Organizations is responsible for fulfilling all other Associations and Professional Organizations Outreach Program operational activities as set forth in the Operational PMI Chicagoland Chapter Other Associations And Professional Organizations Outreach Program Charter and volunteer responsibility document. The Director will be responsible for managing the daily operations of the program.


 

Director of Programs

Overview:

The Director of Programs= primary responsibilities are twofold: to recruit high-quality speakers for the monthly dinner meetings and to act as AMaster of Ceremonies@ for the meetings. The former responsibility includes the related activities of confirming dates, locations and topics with the speakers, and passing on that information for publication in the monthly newsletter. The latter responsibility includes the related activities of interacting with restaurant personnel concerning dinner logistics and timing, coordinating announcement information with other board members, handling the monthly book giveaway, assuring the availability and setup of any required audio/visual equipment, and introducing the guest speakers. The VP Programs is also responsible for the Chapter=s overhead projector and LCD projector. This position is also responsible for coordinating the loan program for this equipment.

Detailed Position Activities:

Activities performed each month:

  • Direct the preparation and presentation of programs for each scheduled Chicagoland Chapter meeting.
  • Direct the presentation and conduct of the Chicagoland Chapter meeting Speaker(s) Program.
  • Schedule Chicagoland Chapter meetings so they do not conflict with the annual PMI meeting, LDEC meetings, or other significant events.
  • Obtain information on future speakers before the meeting so they can be incorporated in publicity notices on a timely basis.
  • Provide continuity of planned program during subsequent fiscal year carryover.
  • Arrange for sponsors for all Chicagoland Chapter activities approved by the Board for sponsorship.
  • Coordinate chapter membership meetings
    • Welcome members and guests to each dinner meeting.
    • Introduce the board members and any other special guests at each meeting.
    • Make sure that a speaker is present for each meeting and that the required audiovisual equipment is available and in working order.
    • Print the speaker's name and the meeting date on the speaker's presentation certificate.
    • Send to each person who has promised to speak at a meeting:
      • Confirmation letter
      • Description of the formats for the talk description and the speaker biography.
    • Confirm the meeting end time with the speaker.
    • Introduce the meeting speaker at the meeting.
    • Follow up with each speaker to assure receipt of the talk description and speaker biography in time for publication in the newsletter.
    • Thank the speaker at the conclusion of each talk and give the speaker the speaker gifts.
    • Coordinate posting of any presentation materials to chapter website.
    • Procure books for and preside over the monthly book give away.
    • Send the next month=s speaker=s description of the talk to be presented and the speaker biography to the newsletter publisher, Vice President Communications and Vice President Publicity.
  • Solicit for future speakers at the monthly meetings and through other media, such as the newsletter.
  • Collect and collate evaluation forms from Chapter events and present results at board meetings

 

Director of Public Relations

Overview:

The Focus of the Director of Public Relations is on communications to individuals and organizations out side of the PMI Chicagoland Chapter.  This Director updates the PR Plan to keep it in alignment with the chapter's Strategic Plan. The Director communicates the chapter's goals outlined within the PR plan to the chapter volunteers and membership for implementation.

Detailed Position Activities:

Activities performed each month:

  • Compile chapter announcements of upcoming chapter events and news for the chapter mailing list. There are usually 2 announcements per month.
  • Announcements are drafted and submitted to PMI corporate, SIG's, local news agencies, and any other organizations as necessary to communicate the chapter's message
  • Negotiate co-sponsorship of events and organize setup and staffing of chapter booth at co-sponsored events.
  • Provide promotion for outreach events.

Activities performed periodically:

  • Keep an inventory of promotional materials and replenish as necessary.
  • Update Public Relations Plan annually.

 

Director of Registration 

Overview:

The Director - Registration is responsible for setup of registration in CVENT (our registration provider) for our monthly dinner meetings and PMP Prep Courses. Also, the Director will need to attend and set up the registration table for the monthly dinner meetings.

Detailed Position Activities:

Activities performed each month for dinner meetings:

  • Setup dinner meetings in CVENT.
  • Maintain the latest membership information in CVENT to ensure the accuracy of the registration process.
  • Send email invites and reminders for dinner meetings through CVENT.
  • Respond to emails
  • Process refunds as needed through CVENT.
  • Schedule volunteers for each dinner meeting.
  • Work with the Director of Programs to provide head counts, etc. for each dinner meeting.
  • Print name badges, PDU receipts, etc.
  • Collect business cards for raffle drawings.
  • Promote use of dots for employment/solicitation interaction and the use of stars for those new to the dinner meeting.
  • Purchase materials as approved by the VP of Operations to continue the registration process.
  • Train other chapter members to use CVENT and assist with chapter events that may require the use of the registration process.

Other activities performed:

  • Setup PMP Prep Courses in CVENT.
  • Create and distribute list of attendees for each PMP Prep Course.

 

Director of Technology

Overview:

Director of Technology is the go-to  on all operational and member related technology topics.  The Director of Technology maintains inventory of all technologies used by PMI Chicagoland and provides administrative oversight.  The Director of Technology is responsible for managing and providing support to technology team members. The Director of Technology needs to be familiar with all aspect of operational technologies in place and be able to provide a backup support as needed.  Director of Technology manages and provides leadership to technology team volunteers.  

Activities:

  • Manage technology team committee members and ensure technology team is providing timely responses to support requests.  Initial response within 24 hours.  Based on priority/urgency level, ensure technology team provides timely response to resolve the issue(s).  
  • Director of Technology is accountable for overseeing the lead PM of the webteam to ensure all technology related issues/service requests are addressed.
  • Regularly recruit and onboard new volunteers to the technology team.  
  • Build backups
  • Oversees service requests from Board Members/directors and delegate to resolution or personally address.
  • Maintain inventory of technologies in place including admin access information.  
  • Tools/subscriptions including but not limited to:
    • Website & Event Registration
    • Member Relationship Management Solution (MRMS)
    • Email Marketing
    • Infrastructure (Email, Document Management, Conferencing, etc.)
  • Primarily contact for tools/subscriptions in-place; VP of Technology approves
  • Become familiar with various tools/subscriptions in place and act as a backup in the event primary volunteer is not available.
  • Ensure compliance with all software/subscription licenses that are acquired
  • Ensure proper archival occurs within the infrastructure
  • Incorporate feedback, suggestions, and recommendations as necessary to enhance effectiveness of the Director of Technology position and value delivered to the members and chapter leaders.
  • Provides technology solutions
  • Supports the PMI-Chicagoland tools/subscriptions in order to service the needs of the membership and the Board
  • Provides policies and support structures to the Board and Directors so they can use tools available to them including but not limited to: email, website, email broadcast, event registration, MRMS, etc.
  • Collects issues and feature requests that cannot be addressed within the chapter forward to the appropriate vendor(s) for resolution
  • Manage technology team committee members and ensure the team is providing timely responses to support requests
  • Ensure compliance with all software licenses that are acquired
  • Mentor technology team volunteers and provide backup support

 

Director of Social Media

Director of Social Media for the PMI Chicagoland chapter is the go-to person for all chapter Social Media related topics. The person in this position assures compliance with all PMI and Chapter brand standards in the chapter Social Media platforms, and carefully oversees and checks content daily, to assure consistency with the PMI chapter image, while providing administrative oversight for any team volunteers and others who may post content or links to the chapter’s Social Media sites. 

The Director of Social Media is responsible for overseeing and providing Social Media support for PMI Chicagoland, collaborating with Social Media team members and ensuring that all Social Media platforms and content posted to them are operating according to PMI Social Media Guidelines for PMI Chapters, and maintain the Chapter brand image and information consistently. 

The focus of this position is to increase Chapter reach and engagement via Social interactions, and to help both members and external audiences understand the chapter and develop a desire to engage in chapter discussions, activities, programs and membership. This includes providing insight into all aspects of what PMI Chicagoland offers to members, potential members, project management professionals, businesses and organizations in our community. The chapter Social Media sites are linked to the Chapter website.

The Director of Social Media needs to be familiar with the use of Social Media to promote a professional organization or business. Experience in Marketing, PR, Corporate Communications and knowledge of use of Social Media for business and / or professional organizations are helpful background for the person in this role. The Director of Social Media recruits, manages and provides leadership to Social Media team volunteers and reports to the chapter VP of Technology.

Deliverables 

  • Maintain and increase engagement with, and reach of, chapter information via Social Media
  • Oversee all content updates on PMI Chicagoland Social Media sites; assure appropriateness
  • Assure proper priority and timing of posts and updates to Social Media sites – coordinate the schedule across all content updates and posts by the team to assure relevance and timing fit with chapter needs and expectations
  • Orchestrate content input from across the chapter, to assure a broad variety of information available from the various chapter areas is represented and that time-sensitive material is posted and reposted as needed to promote key chapter activities or programs
  • Promote chapter events, programs, outreach information, jobs and tell the “chapter story”
  • Recruit and onboard new volunteers
  • Provide a monthly status update to the VP Technology each month, and attend meeting

Duties 

  • Director of Social Media is accountable for coordinating issues / requests related to Social Media for the chapter and for working to align chapter Marketing with Social Media focuses
  • Director of Social Media manages team members and ensures team members are following Social Media best practices, PMI Social Media Guidelines, and PMI Chapter Brand and Marketing guidelines, and that all Social Media content is appropriate and spelled correctly 
  • Recruit and onboard new volunteers, as needed, to support Social Media efforts or projects, and to enhance volunteer engagement in promoting the chapter
  • Incorporate feedback, suggestions, and recommendations from Chapter Leadership, to enhance effectiveness of the Director of Social Media position, compliance with PMI guidelines for Social Media, and value delivered to chapter members
  • Attend one all-day (Saturday) Leadership Transition meeting shortly after taking on the position – Date to be communicated
  • Commit to attending majority of Monthly Chapter Dinner Meetings
  • Attend monthly team status meeting

 

Director of Volunteers

Overview:

The Director of Volunteers serves as the liaison between chapter committees and the general membership. The Director is responsible for tracking interested members and matching them with chapter volunteer needs.

Detailed Position Activities:

Activities performed:

  • Periodically write articles generating interest in volunteer opportunities
  • Discussing interests with members
  • Work with board members and directors to continuously improve volunteer programs
  • Track and manage volunteer information in Volunteer System
  • Provide available/filled volunteer positions/candidates status on a monthly bases to the Vice President of Membership
  • Host annual Volunteer Recognition Event