Chapter Three: Program and Events Committee Roles

Chapter Three: Program and Events Committee Roles

Leader Roles

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SAVMA Awards Co-Chair

Position Title (Role):	SAVMA Awards Co-Chair
Location:	Tucson, AZ (various, in-person and remote locations)
Time Commitment and Schedule:	3 hours per week
Function:	Program and Education
Family:	Event Operations
Reports to:	Program and Events Chair

	Volunteer- People Leader
Job Level:	Senior Operational
Functional Knowledge	Requires advanced knowledge of event planning, donor engagement, and fundraising practices. It requires proficiency in managing budgets, sponsorships, and logistics, while continually improving event processes. The Chair must quickly learn and apply new strategies to enhance both participant experience and fundraising results.
Problem Solving and Complexity	Requires the ability to solve complex event planning and execution challenges by applying advanced skills and knowledge in coordination, logistics, and stakeholder engagement.
Autonomy and Decision-Making	Low degree of direct supervision and oversight, exercising independent judgment within established SAVMA procedures and Board-approved guidelines. The position is responsible for coordinating event planning and execution, building and leading its own volunteer team, and managing all aspects of the event within the Board-approved budget. The Event Chair has full budgetary authority for event expenditures within that approved framework and reports directly to the Program and Events Chair.
Scope and Impact	Directs Awards event impact across the entire organization. Accountable for revenue-generating goals and engagement of SAVMA members in the work of the committee.
Leadership and Influence	Direct and support the People Leader positions: Sub-Committee Chair(s). Direct and support the Individual Contributor positions: committee member roles. Provides overall guidance and direction for committee members.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	Oversees planning and execution of the annual SAVMA Volunteer Awards, recognizing outstanding volunteerism in Southern Arizona. Ensures event goals for participation, financial management, and brand representation are met, while promoting skill development among SAVMA members.
Responsibilities:	Event Planning & Oversight – Maintain current and detailed event plans, timelines, and documentation to ensure consistency and continuity year over year. Performance Management – Ensure the event remains within approved financial, attendance, and branding targets; monitor metrics throughout the planning process. Leadership & Team Development – Recruit, onboard, and support sub-committee chairs (e.g., Sponsorship, Logistics, Awards Selection, Communications) and assist with sub-committee activities as needed. Budget Management – Develop, track, and reconcile the event budget in coordination with the Treasurer and Program & Events Chair. Communication & Coordination – Facilitate two-way communication between sub-committees, the P&E Committee, and the Board; ensure timely updates and decision-making. Documentation & Systems Management – Manage and maintain the shared drive and event binder for institutional memory, including templates, vendor contracts, and post-event reports. Accountability & Follow-Through – Ensure each key role completes assigned duties on time and in alignment with event objectives. Evaluation & Reporting – Coordinate debriefing efforts, gather and analyze feedback, compile a final event report, and present outcomes to the SAVMA Board, sponsors, and members.
Required Qualifications:	SAVMA Board Member requires active membership in SAVMA (co-chair does not) Working knowledge of the Volunteer Engagement Professional industry. 3 years of board or committee experience
Preferred Qualifications:	5 years of board or committee experience 3 years of VEP experience
Skills and Abilities:	Leadership and Team Development Communication and Collaboration Planning, Organization, Process Improvement, and Evaluation Budget and Financial Management Problem Solving and Decision Making
Start Date:	January 1
End Date:	February 28
Length of Appointment:	Thirteen-month renewable term, appointed by the Program and Events Chair.

SAVMA Volunteer Fair Chair

Position Title (Role):	SAVMA Volunteer Fair Chair
Location:	Tucson, AZ (various, in-person and remote locations)
Time Commitment and Schedule:	3 hours per week
Function:	Program and Education
Family:	Event Operations
Reports to:	Program and Events Chair

Job Structure (Classification)	Volunteer- People Leader
Job Level:	Senior Operational
Functional Knowledge	Requires advanced knowledge of event planning, donor engagement, and fundraising practices. It requires proficiency in managing budgets, sponsorships, and logistics, while continually improving event processes. The Chair must quickly learn and apply new strategies to enhance both participant experience and fundraising results.
Problem Solving and Complexity	Requires the ability to solve complex event planning and execution challenges by applying advanced skills and knowledge in coordination, logistics, and stakeholder engagement.
Autonomy and Decision-Making	Low degree of direct supervision and oversight, exercising independent judgment within established SAVMA procedures and Board-approved guidelines. The position is responsible for coordinating event planning and execution, building and leading its own volunteer team, and managing all aspects of the event within the Board-approved budget. The Event Chair has full budgetary authority for event expenditures within that approved framework and reports directly to the Program and Events Chair.
Scope and Impact	Oversee the delivery of one of SAVMA’s most significant annual community-facing events. The position directly supports member recognition, public volunteer recruitment, and sponsor engagement efforts during Global Volunteer Month. Decisions made by the Chair influence SAVMA’s community visibility, partnerships, and reputation as a leader in volunteer engagement excellence. Accountable for revenue-generating goals and engagement of SAVMA members in the work of the committee.
Leadership and Influence	Direct and support the People Leader positions: Sub-Committee Chair(s). Direct and support the Individual Contributor positions: committee member roles. Provides overall guidance and direction for committee members.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	Leads the planning and execution of the annual SAVMA Volunteer Fair, a recognition and recruitment event held during National Volunteer Appreciation Week. This position ensures event success by achieving participation, sponsorship, and impact goals while advancing SAVMA’s mission to promote excellence in volunteer engagement throughout Southern Arizona.
Responsibilities:	Keep event plans current, detailed, and accessible to all committee members. Remain within assigned event targets, including financial, attendance, sponsorship, and branding goals. Recruit and onboard sub-committee chairs and provide leadership and guidance to sub-committees as needed. Maintain and monitor the event budget in coordination with the Treasurer and Program & Events Chair. Facilitate two-way communication between sub-committees, the P&E Committee, and the Board of Directors. Manage and maintain all event documentation, including the shared drive, event binder, contracts, and vendor agreements. Ensure each team member and sub-committee fulfills their assigned responsibilities and adheres to deadlines. Coordinate debriefing and feedback collection; compile evaluation data, develop the final event report, and present results to the Board, sponsors, and members.
Required Qualifications:	Requires active membership in SAVMA (co-chair does not) Must be a Committee Member and serve on the P&E Committee Working knowledge of the Volunteer Engagement Professional industry. 3 years of board or committee experience
Preferred Qualifications:	5 years of board or committee experience 3 years of VEP experience
Skills and Abilities:	Leadership and Team Development Communication and Collaboration Planning, Organization, Process Improvement, and Evaluation Budget and Financial Management Problem Solving and Decision Making
Start Date:	January 1
End Date:	February 28
Length of Appointment:	Thirteen-month renewable term, appointed by the Board.

Volunteer Management Hybrid Conference (VMHC) Chair

Position Title (Role):	Volunteer Management Hybrid Conference (VMHC) Chair
Location:	Tucson, AZ (various, in-person and remote locations)
Time Commitment and Schedule:	3 hours per week
Function:	Program and Education
Family:	Event Operations
Reports to:	Program and Events Chair

Job Structure (Classification)	Volunteer- People Leader
Job Level:	Senior Operational
Functional Knowledge	Requires advanced working knowledge of event and volunteer engagement management, including coordination of complex projects, budget oversight, and stakeholder collaboration. Applies problem-solving and process improvement skills to ensure event success and continuous quality improvement.
Problem Solving and Complexity	Requires the ability to solve complex event planning and execution challenges by applying advanced skills and knowledge in coordination, logistics, and stakeholder engagement.
Autonomy and Decision-Making	Requires a low degree of direct supervision and oversight. The Chair independently builds and manages the event team, coordinates small projects and subcommittees, and exercises full authority within the board-approved budget and established processes.
Scope and Impact	This position directly influences SAVMA’s professional reputation, member engagement, and regional visibility. The VMHC Chair manages a project team, holds budgetary authority within the approved conference budget, and ensures the event aligns with SAVMA’s strategic and educational goals.
Leadership and Influence	Direct and support the People Leader positions: Sub-Committee Chair(s). Direct and support the Individual Contributor positions: committee member roles. Provides overall guidance and direction for committee members.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	Leads the planning and execution of SAVMA’s annual participation in the VMHC (produced by Better Impact and sponsored by ALIVE and VMPC). The Chair ensures a high-quality professional development experience that elevates the SAVMA brand, meets financial goals, and strengthens the regional volunteer engagement network.
Responsibilities:	Lead planning, coordination, and execution of the annual Volunteer Management Hybrid Conference. Develop and maintain an up-to-date event plan, budget, and timeline. Recruit, onboard, and supervise subcommittee chairs and members to ensure all event deliverables are met. Facilitate communication between subcommittees, the Program & Events Committee, and SAVMA leadership. Oversee logistics, including venue coordination, technology, catering, accessibility, and registration. Manage marketing and promotion efforts to meet attendance, sponsorship, and visibility goals. Engage stakeholders and partners to enhance program quality and brand impact. Collect feedback and evaluate outcomes to inform future conference improvements. Prepare and present a final report summarizing event results, budget outcomes, and recommendations.
Required Qualifications:	Demonstrated experience in volunteer engagement, event management, or nonprofit leadership. Strong organizational and communication skills. Ability to manage multiple priorities and lead a team of volunteers effectively. Serve on Programs and Events Committee Active SAVMA Membership
Preferred Qualifications:	Familiarity with SAVMA’s mission and AL!VE professional standards preferred. CVA (Certified in Volunteer Administration) or equivalent experience is desirable.
Skills and Abilities:	Event & Project Management Budgeting & Financial Oversight Marketing & Communications Volunteer Leadership & Team Building Stakeholder Relations & Partnership Development Data Collection, Evaluation & Reporting Strategic Planning & Execution
Start Date:	January 1
End Date:	February 28
Length of Appointment:	Thirteen-month renewable term, appointed by the Board.

Member Roles

Program and Events Committee Member

Position Title (Role):	Program and Events Committee Member
Location:	Tucson, AZ (various, in-person and remote locations)
Time Commitment and Schedule:	1 hour per week
Function:	Program and Education
Family:	Education & Learning Development
Reports to:	Program and Events Committee Chair

Job Structure (Classification)	Volunteer- Individual Contributor
Job Level:	Core
Functional Knowledge	Requires foundational knowledge and understanding of principles and skills necessary to perform in the profession or area of specialization. Requires a sound understanding of organizational technologies and practices.
Problem Solving and Complexity	Requires the ability to identify and resolve fewer complex problems/issues/assignments Requires sound problem-solving skills and techniques to determine if/when it is appropriate to seek additional guidance/assistance (escalation)
Autonomy and Decision-Making	Requires the ability to apply limited analysis techniques within an area of specialization to make decisions Decision-making authorities are limited to standard operating procedures/practices. Often sets priorities and/or sequence of tasks to achieve objectives with oversight.
Scope and Impact	Duties and responsibilities generally have a focused scope and impact, usually contained to a specific team or area of specialization.
Leadership and Influence	Influence is limited to an area of specialization. May provide guidance and support to non-exempt staff.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	To support SAVMA’s mission by assisting in the development and delivery of programs and educational events. Program and Events Committee Members play an essential role in curating, coordinating, implementing, and evaluating professional learning events and activities to benefit SAVMA’s members.
Responsibilities:	Members collectively act to: Support the mission and strategic priorities of SAVMA by contributing to the planning and delivery of member programs. Help operationalize program strategies developed by the Program & Events Chair. Strengthen the quality, consistency, and accessibility of SAVMA programs and events. Contribute ideas, feedback, and collaborative support during committee meetings. Promote positive representation of SAVMA at programs and professional spaces. Members individually act to: Review meeting materials and participate actively in meetings. Commit to at least one project between meetings. Attend member programs and events. Assist in soliciting others for membership, participation, and support.
Required Qualifications:	Commitment to SAVMA’s values Working knowledge of the Volunteer Engagement Professional industry.
Preferred Qualifications:	Active membership in SAVMA 2 years of board or committee experience
Skills and Abilities:	Leadership and management skills (including planning, organizing, implementing, monitoring, and evaluating skills) Knowledge and influence in the VEP and larger community Ability to work with difficult personalities Ability to understand concepts and articulate ideas
Start Date:	January 1
End Date:	February 28
Length of Appointment:	One year, renewable, with Board and Membership vote.

Program Announcements Coordinator

Position Title (Role):	Program Announcements Coordinator
Location:	Remote
Time Commitment and Schedule:	1 hour per week
Function:	Program and Education
Family:	Program Delivery & Facilitation
Reports to:	Program and Events Committee Chair

Job Structure (Classification)	Volunteer- Individual Contributor
Job Level:	Career
Functional Knowledge	Requires intermediate knowledge and understanding of principles and skills necessary to perform in the profession or area of specialization. Requires a core understanding of organizational technologies and practices.
Problem Solving and Complexity	Requires the ability to identify and resolve moderately complex problems/issues/assignments Requires trained problem-solving skills and techniques
Autonomy and Decision-Making	Requires the ability to apply sound judgment and experienced analysis techniques within an area of specialization to make decisions Decision-making authority is limited to an area of specialization Sets priorities and/or sequence of tasks to achieve objectives with some oversight. Coordinates information flow between committees and publication channels, identifies opportunities to improve announcement processes and tools, and ensures final publication approval is obtained from the Communications Chair or liaison.
Scope and Impact	Duties and responsibilities have a scope and impact extending beyond the area of specialization.
Leadership and Influence	Often provides project oversight and leadership. Influence often spans across units/teams and areas of specialization Provides guidance and support to junior-level peers. Serves as a key connector between the Programs & Events, Communications, and Membership Committees.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	Coordinate monthly Program Announcements by turning Programs & Events Committee updates into clear, branded content for SAVMA channels. Ensure members receive timely information about upcoming programs, events, and professional development opportunities.
Responsibilities:	Gather and Verify Program Information: Collaborate with the Programs & Events Chair to gather and finalize all program details, including speakers, dates, learning objectives, and registration information. Verify logistics, ensure accessibility, and confirm sponsor acknowledgments before publication. Prepare Monthly Program Announcements: Use SAVMA’s standardized announcement template (PowerPoint or Avada layout) to create clear, visually aligned program updates that reflect the Connect–Align–Empower framework. Coordinate Review and Publication: Submit drafts for review to the Communications Committee liaison, incorporate feedback, and ensure approved announcements are distributed via the website, newsletter, and social media, maintaining a closed feedback loop. Integrate Ecosystem Updates and Benchmarks: Include new and renewing members, volunteer benchmarks, and relevant professional development opportunities from SAVMA partners such as AL!VE, and CVA. Support Process Improvement and Transition to Automation: Participate in testing new tools (e.g., Gravity Forms, Avada global containers) and help develop a streamlined, documented process for future committee members.
Required Qualifications:	Commitment to SAVMA’s values Working knowledge of the Volunteer Engagement Professional industry.
Preferred Qualifications:	Active membership in SAVMA 1 year of board or committee experience
Skills and Abilities:	Strong written communication and attention to detail. Familiarity with Canva, WordPress, or PowerPoint templates (training provided). Comfort using structured forms or content management systems (Gravity Forms, MembershipWorks). Understanding of SAVMA’s brand tone: welcoming, clear, and uplifting. Interest in data-driven volunteer engagement or event promotion.
Start Date:	January 1
End Date:	February 28
Length of Appointment:	Thirteen-month, renewable appointment by the Program and Events Committee Chair.

Program Host

Position Title (Role):	Program Host
Location:	Tucson, AZ (various, in-person and remote locations)
Time Commitment and Schedule:	1–2 hours per month, typically during scheduled member programs
Function:	Program and Education
Family:	Program Delivery & Facilitation
Reports to:	Program and Events Committee Chair

Job Structure (Classification)	Volunteer- Individual Contributor
Job Level:	Core
Functional Knowledge	Requires foundational understanding of program facilitation, member engagement, and event coordination. Demonstrates knowledge of SAVMA’s mission, member services, and professional presentation standards.
Problem Solving and Complexity	Identifies and resolves common event-day issues (e.g., technology troubleshooting, guest logistics, participant questions) using sound judgment and calm, professional communication.
Autonomy and Decision-Making	Operates independently during assigned program sessions within established SAVMA event protocols and agendas. Escalates complex issues to the Program and Events Committee Chair or designated event lead as appropriate.
Scope and Impact	Serves as the visible representative of SAVMA during professional development programs. Shapes participants’ first impressions, supports positive member experiences, and ensures program objectives are met through smooth facilitation and engagement.
Leadership and Influence	Acts as an ambassador for SAVMA and a connector among attendees, presenters, and committee members. Provides guidance and assistance to speakers and participants, promoting a welcoming and professional environment.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	To serve as the on-site or virtual facilitator for SAVMA’s monthly programs and professional learning events, welcoming attendees, introducing speakers, managing flow, and ensuring an engaging and professional participant experience consistent with SAVMA’s mission and standards.
Responsibilities:	Welcome attendees at the start of each SAVMA program and provide housekeeping notes (agenda, chat features, CE information, upcoming events). Introduce speakers and panelists using approved bios or talking points prepared by the Program and Events Committee. Ensure smooth transitions between program segments and moderate Q&A sessions. Provide closing remarks, acknowledge sponsors, and share information about future SAVMA events. Support hybrid or virtual program logistics such as screen-sharing, monitoring chat questions, and assisting with attendance tracking. Coordinate with the Program and Events Chair or designated lead to ensure materials, technology, and facilities are prepared. Complete a brief event follow-up or feedback form to inform program evaluation.
Required Qualifications:	Commitment to SAVMA’s mission and values. Effective verbal communication and interpersonal skills. Comfort with public speaking or meeting facilitation. Basic familiarity with Zoom, presentation software, or comparable tools.
Preferred Qualifications:	Active SAVMA membership. Experience hosting meetings, trainings, or community events. Familiarity with volunteer engagement or nonprofit program delivery.
Skills and Abilities:	Clear, engaging public speaking style. Professional demeanor and time management. Ability to manage audience participation and maintain focus on program goals. Comfort adapting to technology and in-the-moment problem solving.
Start Date:	January 1
End Date:	February 28
Length of Appointment:	Thirteen-month, renewable appointment by the Program and Events Committee Chair.

AL!VE Program Advocate

Position Title (Role):	AL!VE Program Advocate
Location:	Tucson, AZ (various, in-person and remote locations)
Time Commitment and Schedule:	1–2 hours per month, typically during scheduled member programs
Function:	Program and Education
Family:	Program Delivery & Facilitation
Reports to:	Program and Events Committee Chair

Job Structure (Classification)	Volunteer- Individual Contributor
Job Level:	Core
Functional Knowledge	Requires foundational knowledge of professional associations and volunteer engagement standards. Demonstrates an understanding of AL!VE’s mission, national programming, and relevance to Volunteer Engagement Professionals (VEPs).
Problem Solving and Complexity	Identifies and addresses barriers to member participation in AL!VE programs (e.g., awareness, scheduling, technology) and develops simple solutions or communications to increase engagement.
Autonomy and Decision-Making	Operates independently under the direction of the Program and Events Committee Chair to promote AL!VE programs and share opportunities with SAVMA members. Makes recommendations on communication timing, channels, and engagement strategies.
Scope and Impact	Enhances professional development participation among SAVMA members by serving as a bridge between SAVMA and the Association of Leaders in Volunteer Engagement (AL!VE). Contributes to regional and national alignment of professional standards and learning pathways.
Leadership and Influence	Acts as an ambassador for both SAVMA and AL!VE, inspiring members to pursue continued education, certifications, and leadership opportunities in the field of volunteer engagement.
Core Competencies:	Facilitation Project/event coordination Communication Attention to detail Continuous improvement Digital communication tools Operational planning

Position Purpose:	To serve as a liaison and advocate between SAVMA and AL!VE by encouraging member participation in national professional development opportunities, including webinars, hybrid events, and leadership programs. The AL!VE Program Advocate ensures SAVMA members are aware of and benefit from national learning pathways, partnerships, and credentialing opportunities that strengthen the volunteer engagement profession.
Responsibilities:	Maintain awareness of upcoming AL!VE programs, webinars, and professional learning opportunities. Share monthly announcements or reminders about AL!VE events through SAVMA communication channels (newsletter, meetings, social media). Encourage participation in AL!VE member programming, including affinity groups, webinars, and the Volunteer Management Hybrid Conference. Gather feedback from SAVMA members about interests, participation barriers, and learning outcomes related to AL!VE offerings. Coordinate with the Program and Events Committee and Communications Committee to align messaging and scheduling. Represent SAVMA at AL!VE partner meetings or webinars as assigned, and report relevant updates to the committee. Contribute to SAVMA’s goal of aligning professional development with the AL!VE Standards for Organizational Volunteer Engagement and the VEP Career Pathway framework.
Required Qualifications:	Commitment to SAVMA’s mission and values. Interest in professional development, learning, and industry networking. Ability to communicate effectively in written and verbal formats. Basic proficiency with online tools, such as Zoom, MailChimp, and social media.
Preferred Qualifications:	Active SAVMA membership and familiarity with AL!VE programs. Experience in volunteer engagement, association membership, or professional development planning. CVA (Certified in Volunteer Administration) or current pursuit of professional certification.
Skills and Abilities:	Strong communication and interpersonal skills. Organizational and follow-through abilities. Enthusiasm for professional learning and community building. Collaborative approach with an ability to motivate peers.
Start Date:	January 1
End Date:	February 28
Length of Appointment:	Thirteen-month, renewable appointment by the Program and Events Committee Chair.