General responsibilities for all elected and appointed board positions and committee members:
- Be a member of PMI and the Tampa Bay (PMITB) chapter in good standing.
- Complete conflict of interest form.
- Recuse themselves of decisions and votes that are a conflict of interest as defined by PMI and PMITB policy.
- Read by-laws, chapter operations manual, and PMITB strategic goals and objectives documents.
- Understand the duties and responsibilities of the position.
- Attendance at board meetings:
- Elected board members are expected to attend all board meetings
- For appointed officers (directors), attendance is encouraged at board meetings and the strategic planning session is required.
- Attend the leadership transition meeting held in November following the elections.
- Be responsible for all budget items under their control and follow all income and expense procedures.
- Share in the success of the meetings and programs of the chapter by welcoming members and guests and ensuring their needs are met.
In addition to the above, elected board officers (in blue below):
- Hold voting rights to PMI Tampa Bay in accordance with its by-laws and articles of incorporation. It is the responsibility of the board to attend all board meetings.
- Set the strategic direction of the chapter and work with PMI Global Operations Center (GOC) to provide a scorecard and other goals and objectives in accordance with the Strategic Alignment Process and the chapter’s business plan, goals, and objectives.
- Provide input into the chapter budget and ensure that all income and expenditures are handled consistently with the chapter’s financial guidelines.
- Educate, develop and mentor the directors who report to them and ensure that they are following the policies and procedures of the chapter.
- Participate and support chapter events to the extent possible.
President – The President presides at all chapter board meetings, performs all acts required or authorized by the by-laws, and assumes other powers and duties as may be assigned by the chapter board of directors. The President works with other PMI Chapters and PMI GOC to represent the chapter and its activities. The President must have served on a previous PMI Tampa Bay Board. The president-elect assumes the office of chapter president and then the following year becomes the past president which also is a board position.
President-Elect - The President-elect, in the absence of the President or in the event of the president's inability to act, performs the duties and exercises the powers of the President. This officer will assist the President in matters relevant to the board. The President-elect serves a one-year term in this position, to be followed immediately by a one-year term as President.
Past-President – The Past-President is the chapter president of the previous year and is responsible for guiding the board by providing historical and sharing lessons learned to the board. The Past-President may take on special projects as requested by the President or the board.
VP of Administration & Operations - The Vice President of Operations & Administration keeps records of all proceedings, actions and meetings of the chapter and board of directors. The VP of Operations & Administration has custody of the Constitution, By-Laws, Chapter Handbook, inventory list of assets, and other official documents of the chapter. The VP of Operations & Administration keeps the chapter laptop, and similar assets, up to standards and backs up files on a regular basis. In addition, the VP of Operations & Administration ensures that all board and committee members have a current conflict of interest form on file, assists the president to prepare agendas, calendars, contact lists, and performs any other duties as may be required. In addition, the VP of Operations & Administration is responsible for overseeing that the chapter share-point site is current and well-organized.
- Director of Meeting Coordination - reports to the VP of Operations and Administration and works with the hotel on all arrangements necessary for the meetings including room layout, menu selection, headcount and other meeting logistic requirements. This is a key, member interfacing position and often the first chapter officer a member or guest meets. The director handles all reservations and checks in members and guests at the reservation table at the beginning of all meetings. This director, along with the treasurer, collects the fees for the meeting and provides name tags for all members and guests. Other responsibilities include coordinating with the hotel for board meetings and sending the attendee list to PMI GOC to report PDUs for the event attendees.
- Director of Records & Chapter History - reports to the VP of Operations and Administration and is responsible for ensuring that all chapter records are maintained and that the chapter history is updated and published on the website. This position also works closely with the secretary in ensuring records are updated to the chapter share-point site.
- Director of Contracts & Legal - reports to the VP of Operations and Administration and reviews contracts and legal matters for the board members and chapter. This position secures outside expertise as required.
Vice President of Communications – The Vice President of Communications guides the efforts of the Director of Newsletter, Director of Website, and Director of e-Mail. This officer provides the focal point, accuracy, and consistency of message for any type of communication for the chapter. This officer works closely with all board members to understand the goals and programs of the chapter so that they are communicated to the members.
- Director of Newsletter – The Director of Newsletter reports to the VP of Communications and prepares and distributes electronically a monthly newsletter to the membership which is also posted on the website. They actively solicit information from the membership, the board, and PMI GOC, as well as other sources. This officer actively coordinates with all board members to ensure that the programs and goals of the chapter are included in the newsletter. The newsletter lets the chapter and members contribute longer, more in-depth information than other communication tools.
- Director of Website Content - The chapter website is an extremely important means of communicating to members, guests, vendors, and the public about project management and PMI Tampa Bay. The Director of Website Content reports to the VP of Communications and ensures that the chapter website is timely, professional, and accurate. This officer maintains the standards of the chapter website and coordinates with the website vendor. The Director of Website Content is responsible for maintaining all website content.
- Director of Email - The Director of Email reports to the VP of Communications and distributes electronic information to the chapter members and interested non-members. This director maintains a calendar of communication to ensure that members and guest subscribers are informed about chapter events in a timely manner. Often times this director is the first person that comes in contact with our members and guest subscribers, so accuracy and good attention to detail is required for this position. In addition, this officer will receive questions from members, so responding to their questions in a timely manner and getting answers from other board members is required for this key communication position.
- Director of Online Services & Surveys - reports to the VP of Communications and is responsible for working with the chapter officers to develop and send chapter surveys as needs arise.
Vice President of Finance - The Vice President of Finance is responsible for all assets and financial records of the chapter including income, expenditures, and securities. The VP of Finance tracks and collects receipts, pays bills, prepares financial statements, prepares and files income taxes, and prepares the annual budget and other financial documents as may be required by PMI GOC. The VP of Finance maintains the post office mailing address and checks it regularly to distribute mail to appropriate officers. This office requires knowledge of Quick Books and sound accounting controls and procedures and has the following directors, along with an outside bookkeeping consultant, assigned to assist in carrying out these duties.
- Director Treasury – Payables – reports to the VP of Finance and manages all accounting and reconciliation of chapter payments transactions; supports budget development and tracking, procedure development & adherence, account reconciliation, audit support, reporting to the board, global organization, and local membership, calculation, reporting and payment of taxes, financial analysis and subsequent recommendations to the leadership, and meeting record retention responsibilities.
- Director Treasury – Revenue – reports to the VP of Finance and manages all accounting and reconciliation of chapter revenue transactions; supports budget development and tracking, procedure development & adherence, account reconciliation, audit support, reporting to the board, global organization, and local membership, calculation, reporting and payment of taxes, financial analysis and subsequent recommendations to the leadership, meeting record retention responsibilities.
- Director of Tax & Audit - reports to the Vice President of Finance and works with the VP and bookkeeper consultant on tax and audit matters.
Vice President of Marketing – The Vice President of Marketing is responsible for developing the strategic marketing vision and overseeing its implementation by developing marketing material and ensuring that messages are timely, consistent, and professional. This officer, along with the directors assigned to the position, promotes project management to chapter members and to the Tampa Bay community at large through marketing efforts.
- Director of Marketing Coordination – reports to the VP of Marketing and works closely with this VP to execute the marketing plan for the chapter.
- Director of Public Relations – report to the VP of Marketing to execute the chapter’s marketing strategy. In support of this, this director investigates and obtains all free publication and promotion services available in the local news media to further promote the goals and objectives of PMI. This director is responsible for preparing and obtaining any paid publication or promotion services in the local media and for preparing fliers and other materials to promote chapter events. Getting the word out about PMITB to the community is the goal of this director.
- Director of Special Events Marketing – reports to the VP of Marketing and is responsible for the marketing of special chapter events.
- Director of Sponsorships – reports to the Vice President of Marketing and is responsible for obtaining sponsors for the monthly meeting, maintaining and executing the marketing agreement, and coordinating with the board members to ensure the sponsor receives the benefits in the agreement. Gaining meeting sponsors helps the chapter’s bottom line and enables the chapter to provide low-cost programs and events.
- Director of Social Media - Coordinates and executes Chapter marketing on social media platforms (LinkedIn, Facebook).
Vice President of Member Services – The Vice President of Member Services guides the efforts of directors assigned to this position. This officer oversees all areas of member services and ensures that members are satisfied with the services provided by the chapter. Key metrics are the annual member survey and the chapter retention and attrition statistics.
- Director of Volunteers – Volunteers are the lifeblood of the chapter. The Director of Volunteers maintains a list of chapter members who wish to volunteer and matches them with the volunteer needs of the board. This officer also welcomes new members and guests to the chapter and actively works to ensure volunteers are recruited and placed. This officer works closely with all board officers, but especially with membership and the symposium.
- Director Membership Retention & Growth - reports to the VP of Member Services and actively works to retain and gain new members for the chapter. This director chairs the membership committee which is responsible for sending new member welcome letters, contacting members whose memberships have not renewed, and contacting prospective members. In addition, the Director of Membership Retention and Growth works with the other directors to help with new member orientations. Ensuring that new members are welcomed is the key to member satisfaction and retention which is a key objective of the membership director and committee – as well as the responsibility of all board members.
- Director of New Member Orientation - reports to the VP of Member Services and is responsible for organizing quarterly new and prospective member orientations.
- Director of Membership Trends & Research - reports to the VP of Member Services and is responsible for tracking membership trends and reporting to the board such statistics as retention and attrition. In addition, this director will provide proactive ideas to retain new members and work with the appropriate staff at PMI and reach out to other chapters for innovative ideas.
- Director of Military Outreach - Performs outreach to the military community (active duty, veterans, national guard), providing guidance on pursuing a career in project management & promoting Chapter membership.
- Director of Community Outreach - Coordinates volunteer events for Chapter members to engage with charities to improve the community.
Vice President of Professional Development – The Vice President of Professional Development provides opportunities for and encourages the professional growth of project management professionals in the area. The Vice President of Professional Development keeps current with all certification programs and efforts of PMI GOC. Our professional growth and careers are in the hands of this officer and the board members below who are guided by this VP.
- Director of PMP Preparation Course – reports to the VP of Professional Development and is responsible for the chapter’s PMP Preparation class and coordinating with the PMI Suncoast chapter, who partners with PMITB in the delivery of the class. Responsibilities include publicizing classes, preparing publicity, obtaining instructors, registration, classroom logistics, preparing materials, budget, instructor audits, and financial closeout. The director works with PMI to ensure that materials reflect the latest PMBOK and are of high quality. The PMP prep class is a long-standing program and provides a very effective course for project management professionals to further their careers.
- Director of PDD Workshops - reports to the VP of Professional Development and is responsible for researching highly qualified speakers for professional development workshops to provide top-quality, relevant education events to the chapter. Normally this speaker works at least 9 to 12 months in advance to research, plan and organize all contracts and logistics necessary to bring in stand-along chapter workshops. Each PDD is like a small project, so this position effectively exercises project management skills.
- Director of Instructor Scheduling, Credentialing & Quality - reports to the VP of Professional Development and works closely with the Director of the PMP Prep Course to ensure that instructors are scheduled and maintain a high degree of quality in order to represent the chapter in teaching the course.
- Director of Mentoring & Roundtables - reports to the VP of Professional Development and is responsible for developing mentoring and roundtable opportunities for the chapter members’ professional development.
- Director of Certification & Recertification - reports to the VP of Professional Development and is responsible for answering questions and providing guidance to the chapter members on certification and recertification, providing informational sessions as required, and for maintaining the chapter PDU history in both the Registered Education Provider (R.E.P.) database and the PDU history chapter document on the chapter website. In addition, this director works with PMI GOC to understand changes in the certification and re-certification process and communicates such changes to the chapter membership.
Vice President of Programs – The Vice President of Programs guides the efforts of the directors assigned to this position. This officer is responsible for providing high-quality programs to the membership.
- Director of Symposium – reports to the VP of Programs and is responsible for all aspects of the highly successful annual chapter symposium. This position requires strong event planning skills, in addition to project management experience. The Director of Symposium establishes and chairs the symposium executive committee and sub-committees. This director works closely with all board members.
- Project Manager, Symposium - reports to the Director of Symposium and VP of Programs and acts as project manager for all aspects of the highly successful annual chapter symposium. This position requires strong event planning skills, in addition to project management experience. The Project Manager works closely with the symposium committee and maintains the project plan and guides the tasks of the weekly symposium calls.
- Director of Awards & Recognition - reports to the VP of Programs and is responsible for the programs associated with chapter awards and recognition, including the year-end Gala. The key responsibility of this director is to define and identify the key awards and their recipients, working closely with the board and our membership.
- Director of Speakers / Presenters - reports to the VP of Programs and is responsible for procuring speakers for the chapter's monthly meeting programs. The responsibilities of this vital position include researching quality speakers for chapter dinner and lunch meetings in accordance with the interests of the members and scheduling the speakers for chapter meetings. This director coordinates all speaker travel arranges and coordinates all logistical site requirements with the Director of Meeting Coordination. Additionally, this director ensures that the speaker's biography and abstract are sent to the communications team as soon as available, introduces the monthly speaker at the meeting, and presents the speaker gift.
- Director of Satellite Meetings - reports to the VP of Programs and is responsible for outreach and member services beyond our traditional base, i.e. the immediate Tampa area.
- Director of Professional Networking – reports to the VP of Programs and provides programs and opportunities for professional networking.
Vice President of Technology – The Vice President of Technology is responsible for overseeing the technologies that the chapter uses for its services, including but not limited to the website, conference bridges, registrations, portals and surveys. This officer, along with the directors assigned to this position, maintains the existing platforms, studies the future needs of the chapter, and makes recommendations to the board as required.
- Director of Portal - reports to the VP of Technology and is responsible for the administration of the chapter’s share-point site, as well as any portals the chapter may wish to develop.
- Director of Web Services - reports to the VP of Technology and is responsible for the administration of the chapter’s web services, including current and future technologies.
- Director of Online Registration - reports to the VP of Technology and is responsible for developing and maintaining the registration of chapter events through the selected registration tool. This director works closely with all chapter officers who put on chapter programs to provide metrics and reports on event registrations.