Volunteer Job Description
VICE PRESIDENT OF ADMINISTRATION / SECRETARY
ROLE DESCRIPTION:
The Vice President of Administration / Secretary is an elected volunteer responsible for maintaining and safeguarding all official records of the Project Management Institute Western Michigan Chapter (WMPMI), including board and business meeting minutes, governing documents, and chapter correspondence. The role acts under the direction of the President and the Board of Directors and is a key contributor to chapter governance and operational continuity.
AVERAGE HOURS PER MONTH: 20 HOURS
RESPONSIBILITIES:
Governance & Documentation
- Maintain records of all board and chapter business meetings, including agendas, minutes, and action items.
- Ensure safekeeping of all governing documents (e.g., bylaws, charter agreement, board policies, committee charters, contracts, and non-financial records).
- Coordinate and distribute annual meeting notifications and agendas in accordance with chapter bylaws.
- Ensure inclusive language is used in all public-facing chapter documents.
- Coordinate with the board to develop and track annual plan deliverables using PMI’s Catalog of Core Services.
- Provide governance and compliance notifications to members, directors, auditors, and committees (e.g., elections, bylaws ratification).
- Develop and implement a succession and transition plan for the role.
Administrative Operations
- Manage the Administration team responsible for:
- Event registration setup and maintenance
- Name tag printing and delivery
- Member and guest check-in at events
- Provide support for membership communications
- Creating and disseminating surveys; sharing results with the board
- Posting and managing board election information
- Providing registration numbers and dietary needs to venues
- Providing reports as needed
Compliance & Reporting
- Process the annual nonprofit report to the State of Michigan to ensure WMPMI’s active legal status.
- Assist with the charter renewal process, bylaw review and revisions, and budget development.
- Serve as a signer on the WMPMI bank account.
- Attend monthly board meetings and provide administrative reports.
Document & Repository Management
- Oversee the chapter’s shared document repository and access controls.
- Ensure all chapter documents are stored in a centralized, secure location.
- Maintain inventory of administrative tools and access credentials.
BUSINESS ACUMEN SKILLS:
- Knowledge of PMI and chapter bylaws, policies, and governance standards.
- Familiarity with records retention requirements and parliamentary procedures.
- Proficiency in meeting coordination and documentation.
- Experience with administrative systems and tools (e.g., CMS, email platforms, collaboration tools).
- Understanding of inclusive language practices and compliance standards.
POWER SKILLS:
- Time management and facilitation
- Excellent written communication
- Team leadership and delegation
- Strategic planning and execution
- Adaptability and flexibility
- Public speaking and presentation
- Negotiation and stakeholder engagement
