PMI Tampa Bay Chapter

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Bartholomew Morgan
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1 PMI Tampa Bay Chapter Volunteer Opportunities Tampa: February 2017

2 Ways you can volunteer with PMITB 1) Sign up to work at events such as Chapter Meetings, Member Orientation, Networking Events, PMP Prep Class, PDDs or the annual Symposium. 2) Join a team as a Committee Member. 3) Become a Chapter Officer. While the Executive Board (VP's and above) are elected positions, Director positions are currently available and are selected by the appropriate VP. Eligibility: You must be a current member of PMI & the Tampa Bay Chapter South University Students may volunteer at any events held on campus. For other volunteer opportunities, students may join PMI & the TB Chapter.

3 Ad-Hoc Volunteering: Working at Events These roles offer flexibility as they require a commitment only for the specific events you sign up to work. They are great opportunity to meet new people and get started as a volunteer for the Chapter. Help the Director of Meeting Coordination at the monthly Chapter Meetings (registration, logistics). Help the Director of Membership and Manager of Member Orientation at the Member Orientations every other month. Assist the VP of Programs with networking events. Help at the PMP Prep Course Sign up to work at our annual Symposium event in the fall.

4 Join a team as a Committee Member! Being a committee member requires an ongoing commitment, usually a few hours each month. Most opportunities have a fairly flexible schedule. Committees report to Directors or VPs. Teams looking for new Committee Members: - Technology (WebEx, backup meeting support, videographer) - Programs (3 for Symposium, 3 for speakers committee) - Ops/Admin (Ops Processes, Meeting Coordination, Contracts Review) - Marketing (Need a Graphics specialist and a Copy Editor) - Strategic Projects - Professional Development - Finance (Need a CPA)

5 Speaker Committee 3 openings The chapter is dedicated to delivering topical, innovative, and quality project management sessions through seasoned and professional speakers at our chapter meetings. Consider joining the Speakers Committee to assist in sourcing and vetting quality speaker candidates and ensuring the needs of the chapter membership are being met. Maintain Speakers Register, record contacts and contact attempts and enter updates from other committee members. Support Quality Audit and enter evaluation results Solicit Speaker candidates from other Chapters. Web Monitor: Maintain Call for Speakers information on Tampa Bay PMI Website and monitor responses and inquiries.

6 Ops/Admin Committees Administration: help with on the creation of operational procedures. ability to create processes and break them down building good documentation inquisitive and collaborative approach to topics / work good analytical skills detail oriented Meeting Coordination: back up the Director and help set up the requirements for Symposium and other Chapter events registration coordination. availability once a month for Monthly Chapter Meeting between 5:00 PM and 9:00 PM competence with Office Excel and Word experience in customer service interactions in real time ability to "think on your feet" as we may get situations to solve right away. Contracts, Records & Chapter History: Assist with contracts review

7 Marketing Committee Copy Editor: Review all documentation that will be made publicly available on behalf of the Chapter: Chapter Meeting announcements, Professional Development announcements, Symposium materials, Events Calendar, Speaker Biographies, and templates. Graphic Designer: update or create digital images which will be used for Chapter Marketing materials. These include, but are not limited to, business cards, PowerPoint templates, letterhead templates, newsletters, fax cover sheets, and all forms of digital communication. Both positions will work closely with the Director of Marketing Coordination and the Vice President of Marketing.

8 Open Positions at the Director Level These roles require an ongoing commitment (typically a one-year term) and are appointed by the appropriate Vice President. Board members are required to attend chapter events, the annual Strategic Planning and Transition meetings, and are encouraged to attend Board meetings. Directors may have committees reporting to them. Technology Team: Director of Technology (3 open positions) Vendor Liaison, Technology Administration, Technology Help Desk Program Team: Symposium Logistics Project Lead Membership Team: Military Liaison Admin/Operations Team: Director of Meeting Coordination

9 Director of Technology Vendor Liaison Responsible to liaise on the chapter s behalf to ensure an open dialog with vendors. Works with the Technology team and the Executive Board to collect any vendor feedback and provide vendor updates back to the board. Supports technology configuration, testing, and help desk issues as needed. Provides back up training of these responsibilities to ensure coverage. Working the Tech team, the Executive Board, the Board, Region 14, and others, ensures the chapter has an effective working relationship with the vendors (Proteon, etc.), Maintain records of member accounts and levels of authorization and manage document repository licenses, if necessary. Researches vendor alternatives and provides recommendations to the VP of Technology and the Executive Board when necessary. Generates vendor related reporting to the Tech team and the board. Participates in any testing, configuration, help desk support, and training.

10 Director of Technology Administration Responsible for the administration of the chapter s CMS and , including current and future technologies. The director supports technology configuration, testing, and help desk issues as needed. The director provides back up training of these responsibilities to ensure coverage. Working with Chapter leadership, perform administration activities for the chapter within the CMS system in the backend and frontend to accommodate requirements in the website or other applets for the chapter. Maintain records of member accounts and levels of authorization and manage CMS licenses, if necessary. Manage overall CMS and technology, and research available tools that can be leveraged for use by the board in delivering member services.

11 Director of Technology Help Desk Responsible for the defining, automating, and managing the technology help desk process and generating necessary reporting to provide oversight and identify areas of improvement and areas where more attention is required. The director supports technology configuration, testing, and help desk issues as needed. The director provides back up training of these responsibilities to ensure coverage. Working with Chapter leadership, administer the document repository site providing for shared workspace to accommodate the management of chapter initiatives. (Examples: Status reporting, strategic planning, budget planning, operations manual, annual respond development and leadership transition) Maintain records of member accounts and levels of authorization and manage document repository licenses, if necessary. Manage overall repository and technology, and research available tools that can be leveraged for use by the board in delivering member services. Participate in any testing as a result of any enhancements to CMS. Available to provide training on components of CMS and the Help Desk end-toend process.

12 Symposium Logistics Team Leader Acts as project manager for all aspects of the annual chapter symposium. This position requires strong event planning skills, in addition to project management experience. Works closely with the symposium committee and the Symposium venue s representatives and guides the logistic tasks of the weekly symposium calls. After the contractual negotiations with the Symposium s venue are concluded and a contract is executed, the role is considered to be the authoritative point of contact (POC) between the Chapter and the venue for all logistical aspects of the Symposium. Develop and manage the plan and schedule for the Symposium, ensuring timely completion of tasks Identify and document risks and issues, and develop a plan to deal with each, working with the executive committee During the months leading up to the Symposium, the role shadows the Director of the Symposium in preparation to assume the Director s role in the following year. During the actual Symposium: responsible and the authoritative point of contact for all tactical aspects, issues, and elements of the Symposium, including room accommodations, meals, and the overall event layout. After the Symposium: closely works with the Director of the Symposium on all closing tasks/activities.

13 Military Liaison Serve as a liaison between PMITB chapter members and local base or regional military membership. Responsible for promoting membership benefits of the PMI chapter to the local members of the military base or other military organization. Act as a guide and bridge to military personnel interested in PMI for Q&A, membership benefits/discounts, as well as certification support, networking and career connectivity. Assist the PMITB Board with any tasks associated with extending and socializing PMI benefits and features to the local military community that is interested in transitioning into the field of Project Management. Under guidance of the local PMI chapter Membership Manager, assists to track new, renewing and non-renewing (military) members. Enhances efforts to maximize new memberships and renewals including membership drives and on-site military brown bag luncheons or meetings. Provides local chapter announcement of new military memberships at meetings. Create and circulate a new member packet with information about local chapter community involvement, military discounts and benefits, as well as introducing the local Chapter PMI Board. Creates display boards for conferences promoting the Region. Establishes relationships with local community organizations in support of hiring/training military in transition. Familiarity of the Association s website and membership rates and benefits. Attends minimum 4-6 chapter meetings; available for annual Strategic Planning sessions. Pending fiscal and budgetary resources, stands a booth at local Symposium and special chapter networking events. Writes contributions for marking/newsletter/website. Contributor to National/Global Military Liaison to assist in knowledge sharing, and lessons learned Qualifications: Active, Retired or honorable discharge from U.S. military. Certified PMP or CAPM. Active member of PMI and Local Chapter in good standing. Good organizational and written/verbal skills. Computer, internet and access essential. Ability to work with others to achieve consensus.

14 Director of PMO Responsible for tracking the status of and reporting progress on the implementation of Strategic Initiatives. Assists the VP of Operations and Administration in the planning and execution of the Strategic Planning meetings and has primary responsibility for managing the process of creating, updating and extending the Strategic Initiatives. Working with Chapter Board Members, will define Operational Metrics for each functional (VP) area and coordinate the regular reporting of those metrics. Prepare supporting documentation in preparation for the Strategic Planning meeting and coordinate the definition, development and documentation of the Chapter Strategic Initiatives as a result of the strategic Planning process. Define and Implement a monthly scorecard to report progress on the implementation of the Strategic Initiatives. Coordinate the definition of Operational Metrics in cooperation with each Functional (VP) area and add regular reporting to the monthly scorecard. Assist the Board in the implementation of the Chapter Maturity Model (CMM) and other sources of guidance on Strategic direction. Arrange for formal and informal CMM assessments as guidance for Chapter improvements. Assist the VP Operations and Administration in the development and publication of the annual Strategic Plan.

15 Director of Meeting Coordination Coordinate meeting logistics with the venue to arrange for menu selection, counts for number of attendees, room set up, A/V, meeting start and end times. Single point of contact for working with the venue (i.e. South U). Manage the Registration Process including creating Name Tags, providing for check-in, collecting payment and turning money over to the President or VP. Maintain records of Chapter Member Attendance at monthly meetings to provide reporting for PDUs.

16 For more information To learn more about a specific position, please contact one of the following: The Volunteer Committee (Charlene, Missy, Meg) vol-committee@pmi-tampabay.org Director of Volunteers (Theresa) Dir-volunteers@pmi-tampabay.org The appropriate Vice President or Director (e.g. Alex, David, Ana)

Roles, Responsibilities, Accountabilities, and Authorities for the Columbia River Basin Chapter Board

M E M O R A N D U M Roles, Responsibilities, Accountabilities, and Authorities for the Columbia River Basin Chapter Board TO: FROM: Columbia River Basin Chapter Membership Columbia River Basin Chapter