Board Positions

Board Positions

The Project Management Institute Southern Alberta Chapter (PMI-SAC) Board of Directors is comprised of nine volunteer positions.   Each Board position has a 2-year commitment staggered across two years as follows:

Jan 2016 - Dec 2017 Jan 2017 - Dec 2018
President
VP Administration
VP Finance
VP Membership
VP Professional Development

VP Communications
VP Marketing and Sponsorship
VP Operations
VP Programs

Staggering the volunteer commitments like this helps the Board to meet its goals for better knowledge transfer and continuity between inbound and outbound Board members.  The Chapter also uses Board Associate positions and shadowing as two other methods for meeting these goals.  

The remainder of this page provides a brief description of the responsibilities for each of the PMI-SAC Board positions.  You can find further information in the Chapter By-Laws.

General Responsibilities

All Board Members are responsible for:  

  • Attending all Board meetings.
  • Replying to motions via e-mail within 3 business days for decisions required between Board 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 for initiatives that cross over Board portfolios.
  • Attending leadership conferences as applicable.
  • Keeping up on duties and responsibilities of own portfolio.
  • Contributing to the execution of the overall Board strategy and effective operations.
  • Acting as Project Sponsor for a Committee that is part of Board position portfolio.
  • Promoting PMI-SAC 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-SAC and the business and education communities.
  • Contributing/maintaining information on the PMI-SAC website and newslette
  • Transitioning to their successor at the end of term for their position. 

President Responsibilities

Accountabilities from Bylaws: The President shall be the chief executive Director for the Chapter and the Board and shall perform such duties as are customary for presiding Directors, including making all required appointments with the approval of the Board. The President will be accountable for establishing the strategic direction for the Chapter and for ensuring that the Board collectively contributes to the achievement of that strategy, as well as the Chapter’s sustainability.

Specific Accountabilities:  

  • Stewardship of the Chapter’s strategy (mission, vision and strategic objectives), including maintenance of the PMI-SAC Long-Term Strategy document.
  • Monitor performance of the Board and its individual Directors.
  • Plan for Board members’ succession, including appointment of replacement Board members to vacant positions.
  • Define/form Committees and appoint Committee positions; e.g., Nominating Committee members for each election year, Committee Project Managers (chairpersons) and representatives to Task Teams with Board approval.
  • Implement effective and efficient Board policies, procedures, roles and structures.
  • Develop Board meeting and General Meeting schedules and agendas and preside over all Board meetings and General Meetings.
  • Report to PMI Global Operations Center on a monthly, periodic, and annual reporting basis, including the submission of the annual application for Charter renewal.
  • Liaise with PMI Global Operations Center and other PMI components and organizations.
  • Pursue and develop alliances with other organizations, agencies, businesses and individuals to further the Chapter’s purpose and strategic objectives.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:  The Chapter President is responsible for developing and ensuring that the Board is working towards the Strategy and Vision of the Chapter. The President is a liaison with other PMI chapters and is responsible for outward facing communications to the PMI community.

Monthly:

  • Chair Board meetings
  • Chair Chapter meetings
  • Prepare “President’s Message” for monthly newsletter
  • Liaise with Region One, attend monthly conference call and act on any action items
  • Attend ad hoc committee meetings
  • Liaise with PMI Global Operations Center
  • Liaise with other PMI components
  • Meet/consult with other organization representatives and the occasional preparation and delivery of informative presentations to other organizations
  • Provide Board oversight
  • Respond to information requests regarding PMI, PMI-SAC and programs
  • Review and comment of financial statements; liaise with VP Finance 
  • Check mailbox and correspondence weekly

Annually:

  • Lead strategic planning
  • Fill vacant Board positions as necessary
  • Appoint PM Chairs for committees

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

Important Qualifications or Skills:

  • Vision; a sense of purpose
  • Enthusiasm
  • Dedication to PMI organization and project management practice
  • Some public speaking; at least to the degree of being comfortable chairing board meetings and/or conducting business from the lectern for dinner meetings, etc.
  • Knowledge of PMI organization, GOC and component operations, etc. (will be gained through experience in this role)
  • All the usual soft skills required for a supervisory/management role; e.g. leadership ability, people skills, good communication, organized 

VP Volunteer Management

Accountabilities from Bylaws:  The VP Volunteer Management 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: 

  • Support the Chapter’s annual Business Plan through overall stewardship of the Administration portfolio and its performance.
  • Develop annual records management plan.
  • Provide monthly, periodic, and annual reporting including minutes of the Board meetings and General meetings.
  • Retain and archive permanent Chapter records.
  • Provision Chapter’s stationary and printed materials.

Job Description and Summary of Tasks:  VP Volunteer Management 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 for all Board meetings
  • Ensure minutes are approved by Board and post on PMI-SAC Board Business web space within 10 days of the Board meeting
  • Ensure recurring Chapter lunch and dinner meetings are available on PMI International website for PDU claiming

Occasionally:

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

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

Important Qualifications or Skills:

  • Computer competency
  • Writing and recording skills

VP Communications

Accountabilities from Bylaws:  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 Chapter’s long-term strategy and sustainability.

Specific Accountabilities:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Communications portfolio and its performance.
  • Develop annual Communication Plan.
  • Communicate products and services to the Chapter membership.
  • Liaise with advertisers.
  • Provide monthly, periodic, and annual reporting on relevant topics.
  • Retain and archive permanent records associated with this position.

 Job Description and Summary of Tasks:

Daily:

  • Monitor main PMI-SAC mailbox, forward on requests to other Board members, and answer any inquiries regarding finding information on the Chapter web site

Monthly:

  • Manage volunteers in Communications team who perform Webmaster, newsletter, publication, advertising and e-mail blast tasks; provide backup for these roles when vacancies exist
  • Participate in all Board Meetings, providing portfolio update, input on behalf of the Communications Team where required, and communicating to/from the Associate Members on the Communications sub-committees and the Board
  • Provide advertising invoices to VP Finance and manage invoicing database
  • Review and approve monthly Newsletter content
  • Provide consolidated monthly activity report to Board
  • Ensure volunteer reports are kept current on relevant Board decisions and directives
  • Monitor event registrations and prepare registration lists
  • Manage BoardSecure web collaboration site

Occasionally: 

  • Manage overall budget and revenues for Communications portfolio
  • Manage advertising rate schedule and job posting guidelines and mediate disputes
  • Update advertising rate schedule when needed
  • Provide nametags for new Board members and signage for new sponsors

Time Commitment per Month (estimated average): This role is ongoing with time commitments varying depending on the activity.

  • Operational activities – 12 - 20 hours per month
  • Project activities – an additional 12 – 20 hours in peak months
  • Strategic activities – e.g. website/logo redesign/updates – vary from year to year

Important Qualifications or Skills:

  • Commitment and dedication
  • Project management skills and good organizational abilities
  • Basic understanding of Access queries and databases
  • Writing skills
  • Understanding of good design principles for website content management
  • Basic understanding of HTML is beneficial
  • Ability to lead and motivate team members

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:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Finance portfolio and its performance.
  • Prepare annual operating and capital budgets.
  • Oversee management of funds for duly authorized purposes of the Chapter, including accounts receivable, accounts payable, and managing the Chapter’s bank accounts and required Officer Signatures.
  • Support the annual Charter renewal application through monthly, periodic, and annual reporting including financial statements and other information as required.
  • Manage annual financial audit.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:  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 Chapter dinner meetings to ensure 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 the 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 (estimated 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 and Sponsorship

ROLE DESCRIPTION:
Elected volunteer responsible for marketing, public relations, and sponsorship. The VP of Marketing & Sponsorship shall be responsible for developing marketing, corporate relations in the Southern Alberta community in accordance with chapter bylaws and policies.
 
ROLES AND RESPONSIBILITES:

  • Market and publicize the chapter within the community
  • Develop an awareness of PMI’s marketing tools and resources
  • Develop and implement marketing campaigns to promote the chapter and its activities to members and the community at large
  • Develop and implement a periodic marketing plan with a detailed marketing strategy to ensure chapter brand management
  • Create and disseminate the chapters announcements and marketing activities
  • Develop, order, and distribute marketing materials, newsletters, etc.
  • Maintain relationships with sponsors for receiving their ROI
  • Keep the coherence between the marketing plan and the chapter strategic objectives
  • Drive the chapter’s advertisement process and ensure results and ROI
  • Collaborate with local business to publicize the chapter and PMI
  • Publicize the chapter and PMI through internal and external publications
  • Increase awareness of PMI and the chapter
  • Maintain relationships with sponsors for revenue generation to fund the chapters activities for our membership
  • Develop and implement succession and transition plan        

ROLE SPECIFIC SKILLS

  • Marketing Strategy and Development
  • Marketing Plan Execution and Delivery
  • Knowledge of PMI’s Brand Strategy (Marketing Portal)
  • Market Research Skills/Proficient use of Survey Tools
  • Proficient Usage of Online Collaboration/Tools (e.g., Facebook, LinkedIn)
  • Knowledge of Fundraising Techniques

OTHER LEADERSHIP SKILLS

  • Public Speaking / Presentation Skills
  • Excellent Writing Skills
  • Ability to Delegate Effectively
  • Negotiation Skills

Time Commitment per month (estimated average):  This role is ongoing with a frequency of approximately 12 - 20 hours per month depending on project activities known and may require additional hours in peak months.

VP Membership

 Accountabilities from Bylaws:  The VP Membership shall be accountable for the needs of assessment, development, implementation and evaluation of the Chapter membership plan that contributes to the achievement of the Chapter’s long-term strategy and sustainability.

Specific Accountabilities:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Membership portfolio and its performance.
  • Develop annual Membership Plan.
  • Liaise with current and prospective members.
  • Identify and facilitate when appropriate, products and services that are not already provided to members via Professional Development or Program portfolios.
  • Provide monthly, periodic, and annual reporting on relevant topics.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:  VP Membership is a direct liaison to the entire Chapter membership and is an advocate for the professional needs of the Chapter.

Monthly:

  • Liaise with the membership, responding promptly to questions and concerns
  • Maintain and report membership statistics from the PMI International DEP database
  • Review retention statistics and specifics; follow-up with any departing members to ascertain why they are leaving (try to persuade to stay)

Annually:

  • Conduct membership surveys to confirm membership satisfaction and needs of membership
  • Prepare a Membership Plan that is in line with Chapter strategic objectives and perform the tactics and strategies in the Plan
  • Manage budget and report revenues for Membership portfolio
  • Document membership benefits and communicate them to the Board and membership using various communication vehicles (web site, Newsletter, Chapter dinner meetings, etc.)
  • Conduct activities to demonstrate appreciation to volunteers for the hours they donate to the Chapter
  • Run Mentorship program for the Chapter, coordinate training and oversee matching of Mentor/Protégé pairs
  • Run Company Ambassador program for the Chapter and ensure meetings are occurring monthly
  • Plan and organize membership slides for credential earners and new chapter members each dinner meeting
  • Organize and host an orientation session prior to each dinner meeting

Time Commitment per Month (estimated 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, membership benefits, PMP exam process, and PMI 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:

  • Create, update, and implement the Chapter’s integrated annual Business Plan.
  • Support the Chapter’s annual Business Plan through overall stewardship of the Operations portfolio and its performance.
  • Create, implement and maintain integrated and effective processes for the Board and Chapter, including maintenance of the PMI-SAC Policies and Procedures document.
  • Ensure roles for the Board and their reporting structure is effective.
  • Sponsor and/or provide resources for special projects identified in the annual Business Plan.
  • In the President’s absence, chair Board meetings and General meetings with authority commensurate with the President in his or her absence.
  • Provide monthly, periodic, and annual reporting on relevant topics including the Chapter’s annual report and the Chapter renewal application.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:  The VP Operations works with the President to ensure all 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:

  • Oversee Board activities and respond to their information requests
  • Manage operating budget and report activity for Operations portfolio
  • Participate in all Board Meetings, providing portfolio update and communicating to/from the Associate Members on the Operations sub-committees and the Board
  • Know the Board and Chapter Bylaws and operating policies intimately to ensure the Board adheres to all legal, financial and any other obligations and communicate these to the Board as required
  • Create and maintain Chapter bylaws, policies, or other documentation as required
  • Advise and assist other portfolios as required

Occasionally:

  • Ensure the operating and capital budgets are approved and fit with the Chapter’s strategic goals and vision
  • Assist the President in filling vacant Board positions as necessary
  • Register Board membership changes with Alberta Registries on an annual basis and file bylaw amendments as per the Bylaws and Society Act

Time Commitment per month (estimated average):  This is ongoing, year round role with a time commitment varying from a low of 10hrs/month to sometimes as high as 35, averaging between 20 and 25.

Important Qualifications or Skills:

  • Vision; a sense of purpose
  • Enthusiasm
  • Dedication to PMI and the Chapter
  • All the usual soft skills required for a supervisory/management role such as leadership and people skills, good communication, and organized

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:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Programs portfolio and its performance.
  • Develop an annual Professional Development Plan.
  • Facilitate professional workshops and seminars that develop members’ credentials.
  • Facilitate certification examination preparation workshops that reflect PMI certification testing.
  • Publish educational program schedules, resources, and logistical arrangements in collaboration with the VP Communications.
  • Provide monthly, periodic, and annual reporting on topics relevant to this portfolio.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:  The VP Professional Development is responsible for the following major activities:

  • Support, promote, and enhance 3 levels of training in Project Management including:
    • Introduction and basic concepts of Project Management
    • Certifications (CAPM, PMP and PgMP)
    • Advanced and professional development
  • Responding to membership questions related to PMI credentials, qualifications, resources, content, and PDU tracking and reporting
  • Ensuring any recent developments or changes to the PMBOK are reflected in facilitation content and the Chapter website
  • Ensure invoicing to institutions and payments to facilitators are done correctly and in a timely manner
  • Confirm the readiness of course instructors/facilitators, materials, content, etc.
  • Meet with education coordinators (institution or industry) to plan programs, schedules and content delivery and to resolve any issues and concerns
  • Work with VP Communications to issue e-mail notifications and describe registration details
  • Liaise with PMI International in education and professional development programs and activities
  • Meet with various educational institutions (e.g., Mount Royal University, SAIT, University of Calgary, CDI College, Athabasca University) to discuss existing and future programs related to project management and their strategic alignment to the PMBOK
  • Maintain relationships with various educational institutions through ongoing Awards as prescribed in the Professional Development budget (e.g., $500 per institution with a $2000 maximum)
  • Communicate relevant PMI national or international programs to the PMI-SAC membership

Time Commitment per Month (estimated average):  This role is ongoing with a frequency varying from month to month.  Some months are only 10-15 hours while others are closer to 40 hours.

Important Qualifications or Skills:

  • PMP Certification
  • Project Management experience (>10 years)
  • Familiarization with educational and professional programs or topics
  • University Degree recommended
  • Teaching experience (1-2 years) preferred

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:

  • Support the Chapter’s annual Business Plan through overall stewardship of the Programs portfolio and its performance.
  • Develop an annual Program Plan.
  • Develop program schedule, book speakers, and make logistical arrangements.
  • Coordinate registration activities and maintain associated records.
  • Liaise with professional associations and program guest speakers.
  • Provide monthly, periodic, and annual reporting on topics relevant to this portfolio.
  • Retain and archive permanent records associated with this position.

Job Description and Summary of Tasks:

Monthly:

  • Attend all dinner and lunch meetings
  • Introduce speakers and presenters
  • Coordinate arrangements for event venues, catering, audio visual needs, etc.
  • Meet with speakers prior to events to collaborate on presentation content and event logistics

Occasionally:

  • Manage overall dinner program
  • Solicit and arrange for speakers and presentation topics

Time Commitment per Month (estimated average):  This role is ongoing and averages 30-40 hours per month with some variance due to the cyclic nature of the program season.

Important Qualifications or Skills:

  • Project Management skills and good organizational abilities
  • Good people skills
  • Comfortable leading and facilitating events and speaking publicly

Upcoming Events

Chapter Membership

Total Members 2456
New Members Added 2
PMP® Members 1732
CAPM® Members 47
PgMP® Members 6
PMI-SP® Members 6
PMI-RMP® Members 12
PMI-ACP® Members 25
PfMP® Members 2
PMI-PBA® Members 1
PMP/CAPM/PgMP/PMI-SP/PMI-RMP/PMI-ACP/PfMP/PMI-PBA are registered marks of the Project Management Institute, Inc.

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