Duties and Responsibilities
The Vice President of Information Technology is responsible for overseeing the Association’s
information technology (IT) resources and systems. This includes supporting their reliable
operation, security, maintenance, and ongoing improvement, and coordinating IT-related services
and projects in accordance with the Association’s needs, policies, and approved budgets.
1. IT Network and Hardware
1.1. Oversee and coordinate the operation, maintenance, and security of the Association’s IT
network and related hardware, including cabling, routers, switches, servers, and other network
components.
1.2. Monitor the condition and performance of IT equipment; identify maintenance, repair,
replacement, and upgrade needs; and recommend appropriate improvements.
1.3. Maintain an up-to-date inventory of the Association’s IT equipment, as practical, and keep
track of equipment locations, warranties, and relevant service information.
2. Software, Applications, and Technology Systems
2.1. Oversee the administration, maintenance, and coordination of the Association’s website.
2.2. Oversee the membership management application (Paid Memberships Pro), in coordination
with the officers or volunteers responsible for membership.
2.3. Oversee the Association’s email application (Zoho), including account administration and
user access, as appropriate.
2.4. Coordinate the maintenance and technical support of the Association’s Wi-Fi network and
related connectivity services.
2.5. Oversee the organization, accessibility, and maintenance of the Association’s document
repository on Google Drive, in coordination with the officers responsible for the documents and
records.
2.6. Coordinate IT-related support for other technology-enabled systems used by the Association,
including the fire alarm system, where applicable. Work involving fire alarm equipment or life-
safety functions must be referred to qualified and authorized service providers.
3. Data Security, Access, and Continuity
3.1. Promote appropriate protection of the Association’s electronic information, accounts, and
systems, including sound password practices and appropriate user-access permissions.
3.2. Coordinate routine software updates, security maintenance, and data backup
arrangements, as applicable to the systems under the Association’s control.
3.3. Help maintain appropriate continuity and recovery arrangements for essential IT services,
and promptly bring significant outages, suspected security incidents, or data-loss concerns to
the President’s attention.
4. Contractors and Service Providers
4.1. Identify, evaluate, and coordinate IT contractors, vendors, and service providers, and
oversee their work on assigned projects.
4.2. Obtain and review estimates, evaluate proposed scopes of work, and coordinate project
schedules.
4.3. Present proposed project plans, scopes of work, cost estimates, and contractor
recommendations to the Officers for review and approval before committing the Association to
work or expenses.
4.4. Monitor the quality, progress, and completion of approved projects, and promptly bring to
the Officers’ attention any issues that may affect the scope, schedule, cost, or quality of the
work.
4.5. Upon completion of each project, provide the Officers with a report summarizing the work
performed, costs where available, project status, and any outstanding issues or recommended
follow-up.
5. Event and Consular Visit Support
5.1. Coordinate network and other appropriate IT support during Consular visits and Association
events, as needed and as resources permit.
5.2. Coordinate in advance with event organizers and relevant service providers to identify
technology requirements and help ensure that necessary equipment and connectivity are
available.
6. General Responsibilities
6.1. Ensure that all duties are carried out in accordance with PHA’s mission, policies, approved
budgets, and established procedures.
6.2. Communicate regularly with the President and other Officers regarding the status of IT
systems, maintenance and repair needs, proposed improvements, project progress, completed
work, significant issues, and anticipated expenses.
6.3. Perform other duties as assigned by the Association’s President or approved by the Board
of Officers.
6.4. Attend monthly meetings of the Board of Officers.
6.5. Perform gate duty at PHA in accordance with the agreed-upon schedule, if this
responsibility remains applicable to the position.