• Description 
  • The Director of Newsletters at PMI-EW plays a crucial role in curating and delivering monthly newsletters to our diverse audience, comprising both members and non-members who have registered for events. 
  • In addition to these newsletters, the role involves sending out monthly event reminders enriched with additional articles or tips & tricks. 
  • Reporting to the VP of Communications, the uncumbent will collaborate closely to ensure a seamless execution of chapter communications. 

• Commitment & Effort 
  • The expected time commitment for this role is 2-4 hours per month. 

• Roles and Responsibilities
  • The Director of Newsletters is responsible for timely distribution of pertinent Chapter activities to Chapter members, the Chapter Board, and sponsors via website Newsletters. The timing of communications is of utmost importance and must be performed according to the published schedule of monthly PMI events. Occasionally there will be communications that must occur outside of the published schedule. 
  • 1. Adhere to the monthly distrobution calendar established by the VP of Communications
  • 2. Engage with various departments (Programs, Membership, Outreach, Volunteers) to communicate deadlines for content inclusion. 
  • 3. Proactively remind and follow up with different departments to ensure timely submission of content. 
  • 4. Collect pertinent information from diverse areas of responsibility for effecitve communicationt to members. 
  • 5. Thoroughly proofread all content to maintain high-quality and error-free communications. 
  • 6. Actively contribute to and create articles as required to enhance the newsletter content. 
  • 7. Utilize established email processes to efficiently distribute communcations. 

• Activities & Deliverables 
  • Newsletters are very time sensitive. 
  • There should be two newsletters per monthly event.
    • The first newsletter is 3-4 weeks prior to the ven to promote awarenes of the upcoming event and allow ample time for members to make their plans to attend. 
    • The second newsletter is 1-2 weeks before the event as a final reminder to register now for the event.

• JOB DESCRIPTION
  • Professional Development Days has a schedule of all its own to promote the event via regular newsletters adn then on a scheduled basis determed by the Director of PDD, Director of Newsletters and VP of Communications.
  • As the PDD draws near and more information is available to share with members each newsletter should try to incrementally/logically share more information and promote the event.

• Backup or Emergency Plan:
  • If the Director of Newsletter cannot fulfill their role for an interim or extended period, the Director should
    inform the VP of Communications ASAP and try to assist in finding a replacement volunteer.

• Description 
  • The Speaker Selection Committee (SSC) is a team of 4 to 6 volunteers – but split into 2 groups.  One group consists of two (2) volunteers that focus on selecting speakers for the monthly events.  The second group focuses on selecting speakers for the PDD. 
  • The reason we split the committee into 2 groups is because selecting speakers for PDD requires the committee members’ full attention from October thru January – and it was difficult for committee members to handle both monthly meetings and PDD.  However the 2 groups work together to ensure there are no repeat speakers among PDD and monthly meetings during a given year.  In addition, if it is determined that a speaker is better suited for PDD (or better suited for a monthly event), the committee can share information with the other group. 

• Commitment & Effort 
  • 1-year term
  • Expect to average 2-3 hours per month (depending on position)  

• Roles and Responsibilities  
  • Attend SSC meetings. 
  • Reference and follow the “Speaker Selection Process” document. 
  • Stay within budget. 
  • For a member of the monthly meeting group: 
    • In May/June, you will be assigned 3 to 4 monthly meeting for the next meeting cycle (September thru April) with a PDU area (such as technical, strategy, or leadership).   
    • Research and engage a speaker for each one of your assigned months at least 2 months before the event 
    • Consolidate the speaker’s information and forward to the Director of Speaker Selection and Programs so that the information can be uploaded to the Website  
  • For a member of the PDD group: 
    • In October/November, you will be assigned 3 to 4 sessions for the PDD with a PDU area (such as technical, strategy, or leadership).   
    • October thru January, research and engage a speaker for each one of your assigned sessions. 
      Consolidate the speaker’s information and forward to the Director of Speaker Selection and Programs so that the information can be uploaded to the Website   

• Backup or Emergency Plan: 
  In the event one of the SSC positions become vacant, another member of the SSC teak will take their place.  

• Reporting Relationships: 
  Director of Speaker Selection and Programs  

Role Description: 

The Director of Membership Growth is responsible for addressing the needs of chapter membership growth and membership value delivery in accordance with chapter policies and bylaws.  
 

Roles and Responsibilities: 

• Assist VP of Membership with developing and implementing a chapter membership plan that ensures member growth and member engagement, including the establishment of measurable goals and the monitoring of success metrics for appropriate action
• Answer general member/non-member information inquiries and other requests for assistance with membership and its benefits 
• Support and attend annual general meeting and all chapter meetings as appropriate 
• Report on membership data 
• Review and analyze member satisfaction survey data and enhance membership benefits 
• Administer the Chapter Guest Pass program 
• Analyze and integrate survey feedback for inclusion in the strategic/operational planning 
• Develop and implement membership welcome and support plan including the promotion of PMI and chapter membership value 
• Communicate member value through various delivery methods in alignment with the membership Benefits Package 
• Utilize membership marketing materials available through the PMI Marketing Portal  
• Develop and implement succession and transition plan 
• Annually – Review and update the Chapter Membership Plan
• Monthly – Perform the Chapter Guest Pass process 
• Monthly – Perform action items associated with membership growth 

Volunteer Requirements: 

Generally expected to attend the majority of local chapter events. 
Generally expect to average 5 - 10 hours per month during the board year. 

Backup or Emergency Plan: 

In the event that the Director of Membership Growth cannot fulfill their role for an interim or extended period of time the Director of Membership Renewal and/or the VP of Membership will take their place or delegate tasks as needed. 

Reports To: 

VP of Membership 

Description 

The primary responsibilities for the Audio and Visual (AV) Technician are set up, operate, and maintain audio and visual equipment for PMI-NEW events so that the events can be streamed (webcasted) to the Internet for our remote members (members unable to attend the event in person).   

Performs work as part of a team of 4 AV technicians; 2 technicians will be assigned for each event.  A schedule will be created, as needed, and coordination/engagement facilitated through the Programs team. 

The AV technician should have prior training and/or experience operating audio-visual technology, a certificate or degree in this or similar field of study is preferred.  Knowledge of camera and lighting techniques and webcast (streaming) software is essential, and interested candidates will be trained. 

Commitment & Effort 

• Yearly terms – January to December  
• Expected to attend all in-person events with webcast components; typically 1 evening per month from September to April (approximately 7-8 events per year)
• Generally expected to average 3 hours per month for planning, rehearsal and execution activities
• Supports technology aspects of all-virtual events, as needed 

Roles and Responsibilities 

• Pickups equipment from the storage location before each meeting.  Equipment incudes camera, microphone, cabling, tripod, and laptop computer. After pickup, AV Technician ensures all equipment is secure and stored at the venue or in another climate-controlled environment.
• Arrives at least 1.5 hours before the speaker’s presentation to setup/test equipment. Verifies that there is sufficient space, lighting, a reliable internet connection, etc.
• Performs all activities necessary to stream the live event to web-based viewing platform
• Troubleshoots technical issues and work with the venue’s staff to ensure a smooth webcast experience for our remote members, including completion of connectivity tests in advance of the event.
• Runs equipment during the speaker’s presentation.  Although the majority of the event will be the filming of the speaker, audience participation may also be filmed. Coordination with speaker and event team required to facilitate effective experience for web attendees is expected. 
• Takes down, secures and returns equipment to storage location 
• If any equipment is malfunctioning, arrange to have the equipment repaired or replaced. 

Backup or Emergency Plan: 

In the event the Audio and Visual Technician cannot fulfill their role for an interim or extended period the Director of Speaker Selection and Programs shall find a replacement. 

Reporting Relationships: 

This position reports to the Director of Speaker Selection and Programs, with a dotted line to VP Operations. 

• Description 
  • The Director of Membership Retention is responsible for addressing the needs of retaining chapter membership and membership value delivery in accordance with chapter policies and bylaws. 

• Roles and Responsibilities
  • Assist VP of Membership with developing and implementing a chapter membership plan that ensures member retention and member engagement, including the establishment of measurable goals and the monitoring of success metrics for appropriate action
  • Customer Service
    • Answer general member/non-member information inquiries and other requests for assistance with membership and its benefits
    • Support and attend annual general meeting and all chapter meetings as appropriate
  • Report on membership data
  • Market Research
    • Review and analyze member satisfaction survey data and enhance membership benefits
    • Develop and administer lapsed (non-renewal) member survey
    • Analyze and integrate survey feedback for inclusion in the strategic/operational planning
  • Marketing and Member Engagement
    • Develop and implement membership welcome and support plan including the promotion of PMI and chapter membership value
    • Communicate member value through various delivery methods in alignment with the membership Benefits Package
    • Utilize membership marketing materials available through the PMI Marketing Portal
  • Develop and implement succession and transition plan 

• Activities & Deliverables 
  • Annually – Review and update the Chapter Membership Plan 
  • Monthly Events - Coordinate Chapter Orientation at each chapter event and online 
  • Monthly – Perform action items associated with membership retention 

• Description
  • The Director of Disbursements is responsible for processing checks. In this role, the Director of Disbursements is responsible for paying invoices and reimbursing volunteers. This role reports to the VP of Finance.

• Commitment & Effort

  • Expect to average 3 - 4 hours per month during the year.

  • Must be able to use the Chase website to submit check requests, transfer funds, and stop payments

  • Must be able to respond at least weekly to disbursement questions or issues

• Roles and Responsibilities

  • Primary point of contact with Chase Bank for chapter bank accounts

  • Ensure W-9 forms are obtained for all vendors prior to making payment

  • Ensure receipts are provided for all expense reports prior to making payment

  • Process check requests monthly for approved vendor invoices

  • Process check requests monthly for approved volunteer expense reports

  • Provide information monthly to the VP – Finance on disbursements processed

  • Respond to member and chapter questions regarding disbursements

  • Follow up with Chase regarding disbursements that are not received

  • Transfer funds between bank accounts as needed

• Activities & Deliverables

  • Ongoing:

    • Process checks for invoices and expense reports at least monthly

    • Respond to any questions or issues regarding disbursements at least weekly

       

• Backup or Emergency Plan:

  • In the event that the Director of Disbursements cannot fulfill their role for an interim or extended period of time, the VP of Finance will select another director to take their place.

• Reporting Relationships:

  • This role reports to the VP of Finance.

• Description 
  • The Deputy Director of PDD will shadow the current Director of PDD to learn and assist in all activities necessary to organize the PDD event, typically held in the April/May timeframe. This role is designed to prepare the Deputy Director to take over as Director of PDD in the following year. 

• Commitment & Effort 
  • 1-year term as Deputy Director, followed by a 2-year term as Director of PDD. 
  • Expect to average 5 hours per month, increasing to 10 hours in April and May.

• Roles and Responsibilities
  • Shadow the Director of PDD: Learn all aspects of the Director's role, including planning, coordination, and execution of the PDD event.
  • Assist in Venue Selection: Help select and reserve the venue/facility for the PDD.
  • Team Management: Support the formation and management of the PDD team, ensuring continuity from previous events. 
  • Meeting Coordination: Assist in facilitating and coordinating regular meetings among the PDD team, starting in June/July. 
  • Theme and Pricing: Help select the PDD theme (if applicable) and set event prices for attendees. 
  • Topic Selection: Participate in selecting topics for the PDD, based on input from the PDD team, Speaker Selection Committee, board feedback, chapter members, and previous survey results. 
    Speaker Coordination: Work with the Director of Speaker Selection and Programs and the Speaker Selection Committee to select speakers and presenters. 
  • Promotion: Assist in arranging promotion via the PMI NEW website, postcards, chapter email blasts, and monthly meetings. 
  • Schedule Building: Support the building of the PDD schedule, including keynotes, tracks, main speakers, end notes, and raffles. 
  • PDU Claims: Ensure PDUs are claimed for all attendees by submitting attendance lists to the VP of Programs. 
  • Budget Management: Help ensure the PDD stays within budget. 
  • Task Assignment: Assist in assigning tasks and responsibilities to non-PDD team workers (such as board members) for the event days. 
  • Innovative Ideas: Contribute innovative ideas to increase attendance for the PDD. 
  • Documentation: Update the chapter’s document management system with all relevant information.

• Activities & Deliverables 
  • June/July: Assist in reserving the venue for the following year's PDD. 
  • August/September: Participate in initial planning for the PDD, including format and lessons learned. 
  • October/November: Assist in ensuring starting the speaker search for the PDD.  
  • January: Assist in oversight of adding the PDD event to the website and sending the first postcard. 
  • January-April: Help send PDD information to the VP of Communications for email blasts and to the VP of Programs for monthly meeting slide decks. 
  • February: Ensure all speakers are under contract. 
  • February/March: Update the PDD event with the list of speakers. 
  • March/April: Assist in sending the second postcard. 
  • April: Help assign tasks and responsibilities to non-PDD team workers for the event days. 
  • May: Assist in holding the PDD. 
  • May (post-PDD): Help submit the attendance list to the VP of Programs and the Director of Surveys.

• Backup or Emergency Plan 
  • If the Deputy Director cannot fulfill their role for an interim or extended period, the VP of Programs will take their place. 
    Reporting Relationships 
    This role reports to the Director of PDD. 

• Description 
  • The Director(s) of Social Media are responsible for posting monthly events, announcements, PDD information, and other relevant events to LinkedIn, Instagram, and Facebook. Due to the volume of postings required, there will be two Directors to collaborate and share the responsibilities.  The Directors must be willing to learn the basic functions of posting to LinkedIn, Facebook, Instagram, and Canva Pro for Teams.  PMI-NEW uses Canva to create branded content for social media, as well as maintaining a scheduling calendar. The Directors of Social Media will be responsible for posting in accordance with the annual communication goals and objectives as set by the Board of Directors in their annual plan goals. 

• Commitment & Effort
  • This position requires a 12-month commitment, shared with the Co-Director.
  • Must be available to reasonably respond to ad hoc requests for posting.
  • Must be willing to learn Canva Pro for Teams for branded content creation and Canva Content Planner for scheduling.

• Roles and Responsibilities
  • Post Monthly events with speaker information as well as registration information in a branded format using Canva for Teams for content creation and Content Planner for scheduling.
  • Share biographies or videos of featured speakers 
  • Include links to registration for all events when applicable 
  • Share branded content for New PMI-NEW members, Volunteer Openings, Anniversaries, New Credentials monthly, and PMI-NEW branded Holiday wishes as appropriate.
  • Post any other miscellaneous information or requests from other areas, such as Outreach, Programs, Volunteering, or Membership, in a timely manner as requested.
  • Respond to requests from individuals that result from social media posts, including connecting them with the correct Chapter Director or VP. 

• Activities & Deliverables
  • Social media posting and engagement must be consistent for the algorithms to push content to user’s newsfeed.
    • Posting Requirements: A minimum of 2 posts per week on all social channels
    • Best results are during business hours and M-F – except for Holidays (post on the day.)
  • Posting For Monthly Events
    • 1 month before the event - Create events in LinkedIn and FB.  We are unable to create events on Instagram, so create a post with all relevant event information)
    • Skip a week 
    • 2 weeks before – Post an event post 
    • 1 week before – Post a last call for registration post 
  • Months without events:  
    • Due to the nature of social media, it’s important that postings are kept consistent. During the months when there are no monthly events, there may be articles from PM Influencers or items from PMI Global that can be shared for content. There will also continue to be monthly volunteer information, membership updates, and Outreach updates.
  • Professional Development Days has a schedule all its own to promote the event on a scheduled basis determined by the Director of PDD, Co-Directors of Social Media, and the VP of Communications.  In past years, we have posted save the dates early on and then shared more information as it becomes.  In the final 6-8 weeks prior to the event, we feature one PDD speaker each week leading up to the event.  You are expected to attend the PDD meetings as often as possible, keep up to date with meeting notes, and respond accordingly.  

• Backup or Emergency Plan:
  • If the Director of Social Media cannot fulfill their role for an interim or extended period, the Director should inform the VP of Communications ASAP and try to assist in finding a replacement volunteer.

• Reporting Relationships:
  • This role reports to the VP of Communication