PGO Volunteer Position Descriptions

 

 

• Year-round position - heavy during Spring when volunteer Sign Up Genius is modified and published.
• Coordinate the Parent Volunteer Service Program.
• Prepare the annual parent volunteer position options and website (Signup Genius) used for parents to select assignments during school registration.
• Channel parent commitments to the appropriate committee and make necessary adjustments in individual assignments as needed so that volunteer service needs are satisfied.
• Coordinate buy-out option with Director of Admissions for FACTs billing.
• Maintain and update volunteer service Sign-Up Genius with descriptions of positions.

 

• Year-round position
• As members of the Executive Board of Officers, preside at all PGO Board Meetings and General Parent Meetings.
• Prepare the agenda for Board and General Meetings and make them available to each member via email one week prior to each meeting.
• Prepare the PGO General Parent Meeting calendar including topics, speakers, and promotion in collaboration with the PGO School Communications Coordinator.
• Attend monthly Consultative School Board Meetings to report the activities of the PGO.
• Have regular communication with the Assistant Principal of the school.
• Oversee all PGO Board positions and committees.
• Keep in direct communication with all Board members.
• Work collaboratively with the School’s Administration to coordinate the PGO events calendar, PGO event related facilities requests, and faculty and staff communications related to PGO.
• Maintain PGO Board Bylaws, Code of Ethics Agreement, PGO calendar, and PGO Roster.
• Coordinate a summer planning meeting for the Executive Board of Officers and Board of Volunteers (end of July/early August)

 

• Year-round position
• As members of the Executive Board of Officers, attend all PGO Board and General Meetings.
• Act on behalf of the President in his/her absence.
• Assume the role of the President at the end of the Vice President Term.
• Oversee the Community Events Committees who coordinate the various community events including Family Movie Night (fall), Parent-Child Events, and Grandparents/Special Friends Day. The format and location of these events may vary from year to year, but the intent of each is fellowship and community-building versus fundraising. 
• Work collaboratively with all Community Event Committees and PGO Treasurer to ensure event budgets are planned, monitored, and maintained.
• Plan in coordination with the Monarch Ambassador Program Coordinator and the School’s Administration the New Family Welcome Mass and Dinner.
• Plan the Volunteer Fair in March or 2-3 weeks prior to registration opening.

 

PGO Treasurer (Term: 2 years) - FILLED

• Monthly duties during the school year
• As a member of the Executive Board of Officers, attend all PGO Board and General Meetings.
• Should there be monies under the care of the PGO, the Treasurer will be responsible for depositing and withdrawing monies and reconciling monthly statements and budgets.
• Coordinate the approval and processing of reimbursable expenses with appropriate Board Members.
• Review PGO financial status each month at PGO Board Meeting and provide a report to the President for reporting at the Consultative School Board Meeting and to the Principal for reporting at the Parish Finance Council Meeting.
• Submit a final Treasurer’s Report in June.
• Submit a proposed budget in June for approval at the August PGO Board Meeting.

• Monthly duties during the school year
• As a member of the Executive Board of Officers, attend all PGO Board Meetings and PGO General Meetings.
• Prepare PGO Board Meeting and General PGO Meeting minutes.
• Maintain attendance records for PGO Board Meetings.
• Provide President and the Marketing and Enrollment Coordinator with a copy of the PGO Board Meeting and PGO General Meeting minutes within 7 days of the meeting so that the minutes can be approved for online posting within 14 days of the meeting.
• Maintain records of events as they are received.
• Act as PGO Historian and maintain online shared drive folder for the PGO.
• Work collaboratively with all other Board Members to ensure that PGO events and programs are communicated and promoted effectively and in a timely manner to the general parent community in the weekly school e-newsletter.
• Work collaboratively with the School’s Administration including the Registrar and Communications Coordinator to provide PGO articles for the weekly school e-newsletter, the school marquee, and the school website.
• Take photographs at PGO General Parent Meetings and other PGO events for publicity recap purposes.

 

• Monthly duties during the school year
• As a member of the Executive Board of Officers, attend all PGO Board Meetings and PGO General Meetings.
• Build relations with various vendors in and around Dana Point to encourage special offerings to school families, such as restaurant nights, night-at-the-movies, and beach days.
• Build relations with various vendors in and around Dana Point to encourage special perks to school faculty and staff, such as on-site car washing, dry cleaning delivery, and on-site massage therapy services.
• Present ideas to The Board to gain approval for such activities and offerings.
• Coordinate details of teacher and community activities and offerings by working together with the PGO Treasurer, Marketing and Enrollment Coordinator, Donor Relations and Event Coordinator, and Assistant Principal.
• Maintain a budget including regular reporting to PGO Treasurer.

 

• Weekly duties during school year.
• As a member of the Executive Board of Officers, attend all PGO Board Meetings and PGO General Meetings.
• Inform and guide Room Parent Representatives about school events, protocols, and procedures.
• Work collaboratively with the School Assistant Principal to coordinate school events, classroom celebrations, and weekly grade level communications.
• Coordinate the effort of all Room Parents in Preschool through 8th
• Assist Room Parents with class fundraisers and other grade level events.
• Coordinate the Teacher Appreciation Week programming and hospitality.
• During the first week of school, arrange a meeting of all Room Parent Representatives.

• Monthly duties during school year.
• As a member of the Executive Board of Officers, attend all Board Meetings and General PGO Meetings.
• Work collaboratively with the School’s Administration including the Donor Relations and Event Coordinator to plan and coordinate hospitality and classy decoration at school events including: Welcome Back Coffees, Catholic Schools’ Week, Open House, State of the School, General Parent Meetings, and any other event presented by Administration.  
• Work with other committees to organize fellowship events such as Muffins with Moms and Donuts with Dads.
• Maintain and adheres to approved PGO budget.

• Attend PGO Board Meetings in September, October, and November to discuss plans, provide updates, and wrap up the event.
• Choose movie with support from PGO Vice Presidents and approval of school administration.
• Obtain movie license, city permits, facilitate screen rental, food and refreshments.
• Market event to school and invite neighborhood families.
• Coordinate logistics such as check-in, layout, and event flow.
• Coordinate ticket sales and attendance tracking with help of VPs.
• Manage a team of volunteers to assist with planning, purchasing, marketing, ticket sales, set up and clean up.
• Maintain event budget including regular reporting to PGO Treasurer.

• Year-round position with heavy workload in September - November.
• Co-Chairs attend PGO Board Meetings and General Parent Meetings as needed to communicate program and event needs related to Monarch Main Event (MME).
• Convene a MME Committee to help coordinate and plan the annual MME fundraiser. Holds regular meetings with MME Committee.
• Carefully consider the event’s fundraising goal with a balance of fellowship and community building.
• Work collaboratively with the School’s Administration including the Principal, Donor Relations and Event Coordinator, Marketing and Enrollment Coordinator, Advancement and Alumni Relations Coordinator, Registrar, PGO Treasurer, and Parish Business Manager in an effort to keep all stakeholders involved and informed.
• Maintain an event budget including regular reporting to PGO Treasurer.
• Maintain the MME page on the the dedicated website for MME.
• Coordinate all vendor agreements including those with venue, caterer, music/entertainment, valet service, party supplies, auction support, reservations/advancement software, security, and more as needed.

• Monthly duties during school year.
• Attend PGO Board Meetings and PGO General Parent Meetings, as desired.
• Responsible for coordinating Box Tops for Education classroom collection envelopes/boxes, classroom communications, preparing box top submittals to vendor, and submitting rebate information to PGO Treasurer.
• Coordinate communications and marketing of the school’s Box Tops for Education fundraising program to benefit the PGO operating budget.
• Coordinates classroom incentive programs and pizza parties.
• Collect and submit Box Tops on a monthly basis and report income as it is made available.

 

• Monthly duties during school year
• Attend PGO Board Meetings and General Parent Meetings as desired to share ideas and provide updates to The Board.
• Develop and coordinate a program to order and sell logo accessories, parental swag, and select limited-edition items at school.
• Host one pop-up shop per month at school on a set day which will be approved by the Assistant Principal and Executive Board of Officers.
• Work closely with the Marketing and Enrollment Coordinator to create, order, and manage spirit wear.
• Maintain records and provide ongoing reports to the PGO Treasurer.

 

• Bulk of duties fall in late Fall and early Spring.
• Attend PGO Board Meetings and General Parent Meetings as needed to communicate program and event needs related to the Portrait Fundraiser.
• Work collaboratively with the School’s Administration to plan and coordinate the Portrait Fundraiser program for the school and the parish.
• Responsible for coordinating photographer vendor agreement(s) and rebate schedule.
• Coordinate communications and marketing of the school’s Portrait Fundraiser program to benefit Tuition Assistance including preparing an order form/flier that can be distributed via the weekly school e-newsletter, via the parish bulletin, and on the school’s website.
• Communicate participant registration to the contracted photographer for portrait sitting scheduling purposes.

• Weekly duties during the school year.
• Attend PGO Board Meetings and General Parent Meetings as desired to communicate Lost and Found/Uniform Exchange events/needs.
• Work collaboratively with the School’s Administration and the PGO School Communications Coordinator to ensure promotion of the Lost and Found/Uniform Exchange events.
• Check the school’s Lost and Found station weekly to prepare and label lost items for return to owners.
• Coordinate Uniform Exchange drop-off, voucher, and pick-up.