PTO Position Descriptions

We’ve made it easy for you to help out!

The idea of taking on another responsibility in your already jam-packed life might seem a little daunting. But, we promise, there is an opportunity that will work for you and your schedule!

There are many ways for families to get involved – from one-time commitments to regular commitments throughout the year – that can happen in the comfort of your home, or at the school.

Read on to learn more about all of the opportunities, and once you’re ready, take a look at our Volunteer Interest Form! And if you have any questions, please email the VP of Volunteers at vpvolunteers@vfespto.org.

Board Positions

PTO Vice President

RESPONSIBILITIES
The Vice President is the second in command. The Vice President will hold this position for one year with the understanding that he/she will move into the President’s position. The Vice President will:

• attend all PTO Board meetings to become familiar with the process and role of PTO President
• assume the duties of the President if the President is not able to attend/run the meeting or event
• write the bi-weekly “Gratitude Corner” for the Forge’s Flash to become familiar with the PTO events and volunteers
• assist with Forge’s Flash editing and review
• assist with coordination of events and communications, and work with the President on the website.

Additional responsibilities include overseeing the school directory and the Winter Gift Collection for teachers and staff.

TIME COMMITMENT
2-3 hours per month outside of school

Vice President Cultural Arts (2 positions)

RESPONSIBILITIES
Looking for one of the most rewarding volunteer positions at school? The VP of Cultural Arts is shared between two volunteers who are responsible for coordinating the PTO-funded school-wide and grade-level cultural arts assemblies. You will work with VFE teachers and principal, local artists, authors, performers, etc. to curate and schedule assemblies throughout the school year. This includes serving as a member of DELTA, a group of PTO Cultural Arts reps from many of our area’s schools, to share ideas and resources.

TIME COMMITMENT
The VPs will spend about 9 hours of volunteer time each month, with some months being busier than others. The time involved is divided between assemblies at school, planning at home, a monthly Tuesday morning DELTA meeting and planning DELTA’s twice-yearly evening community performance (fall and spring). If you are curious, please reach out to learn more! 

Vice President – Inclusion

RESPONSIBILITIES
This board position will be a liaison among VP-Socials, VP-Fundraising, VP-Clubs, and VP-Communications. This board position will work with 4-5 committee members to ensure that a full range of diverse perspectives are brought to the PTO’s programs and events. This position will oversee a main event (Cultural Heritage Night – name may change) in the Winter/Spring (TBD). The board member may also be a liaison between VFES and the school district. Funds will be earmarked separately for budget purposes. The diversity committee may offer smaller events to raise funds. The board member will attend monthly PTO meetings.

TIME COMMITMENT
This is a new position for the 2017-18 school year.

Vice President – Socials (2 positions)

RESPONSIBILITIES
Organize and attend each Social event held at school, such as Back to School Social, Staff Luncheons, Trunk or Treat and Ice Cream Social. Will work with the Volunteer Chair to find necessary volunteers to staff each event.

TIME COMMITMENT
1 hour per event plus attendance at the actual social event

Chairperson & Coordinator Positions

District-Wide Services

Art Goes to School
 Acts as a liaison to the T/E chapter of Art Goes to School organization, as needed. Attend periodic meetings and assist art instructors during Art Goes to School Week in the spring. Contact school principal and coordinate booking, set-up and dismantle of the Large Group Room for Art Goes To School Week in conjunction with the school calendar.

Cultural Arts Coordinator:
Work with the district-wide Cultural Arts organization and school personnel to plan and book school-wide events, general as well as grade-specific Cultural Arts activities and programs. Work with grade level Cultural Arts volunteers who will oversee grade level specific cultural arts events.

Grade Level Cultural Arts Chairperson and Volunteer Positions:

• Second Grade Chinese Round Robin Coordinator: Organize volunteers and coordinate with teachers regarding the morning schedule and the different stations the children will visit. Confirm performer/studio closer to the date. Attend to oversee volunteers during the morning event scheduled at the end of January/early February.
• Third Grade Bee Assembly Coordinator: Attend the morning assembly and organize volunteers for stations held the rest of the day (May).
• Cultural Arts Committee Volunteer: Volunteers on the committee will primarily help with the preparation and staffing of one or more of the following Cultural Arts events: 2nd Grade Chinese Round Robin (January); All-School Author Visit (January); 3rd Grade Bee Assembly (May), and any new assemblies or workshops that may be scheduled during the school year. Helping out with Cultural Arts is a fun way to be involved in your child’s class during an enriching morning or afternoon at school!

Inter-School Council Representative: 
Attend monthly meetings at ESC building and report to parents through school newsletter.

School Board Representative: 
Attend monthly School Board meetings and report to the PTO as warranted.

T/E Cares Representative
Keep the PTO informed of T/E Care drives.

Fundraisers

Book Fair Chairperson:
(October, 3 Co-Chairs needed) Contact book supplier to confirm date and arrangements, organize books and physically set up Large Group Room. Publicize book fair in school newsletter and via backpacks, and through Book Fair Poster Contest. Host book fair preview breakfast for teachers, obtain “wish lists” and post lists in newsletter before and then during the book fair. Coordinate parent volunteers, necessary paperwork, cash boxes and clean up of Large Group Room at end of book fair. Submit deposits to PTO Treasurer and recap fundraiser in PTO notebook, returning to VP of Fundraising.

Box Tops For Education Chairperson:
(2 Co-Chairs needed) Collect, count and submit box tops for reimbursement. Advertise the two yearly collections via Forge’s Flash newsletter and via backpacks.

Fourth Grade School Store Chairperson:
(Fourth grade parents only, 2 -3 Co-Chairs needed) Order supplies in September and throughout the year. Begin running store by October 1st, during Friday morning snack recess time. Organize student and parent volunteers. Make deposits with PTO Assistant Treasurer. Profits benefit the Fourth Grade Party. Work closely with fourth grade party chairpersons.

School Directory Coordinator:
Coordinate and confirm with school office all school, faculty, staff, classroom student lists, family contact information and all content included in the directory. Compile this information along with PTO information and advertising for student directory. Coordinate publishing and sale of directories.

Spring Fair Head Chairperson(s):
(January through May) Set up planning meeting schedule and facilitate meetings; oversee all committees and that committee chairs are working within same timeline, and run fair. Recap fundraiser in PTO notebook and return to VP of Fundraising.

Spring Fair “Committee” Chairperson Positions:

• Book Sale: (2 Co-Chairs needed) Arranges collection and storage of books at school in weeks leading up to the fair. Organizes and then sells books the night of the fair. Arranges donation of any remaining books from the fair.
• Decorations: (2 Co-Chairs needed) Order decorations to coordinate with the Spring Fair theme. Decorate hallways, cafeteria and 2nd Grade Lobby. Coordinate painting of Spring Fair lawn sign. Prepare existing signs with additional decorations and display for night of the fair.
• Cafe Dinner: (2 Co-Chairs needed) Plan and order cafeteria food items, working with well-established vendor contacts. Using previous year’s footprint for a menu and pricing format that is easily followed. Oversee set-up and serving of food on night of fair while overseeing parent “dinner volunteers”. Attend Spring Fair meetings.
• Food Truck Dinner: Find and book 3 food trucks for the night of the fair. Negotiate percentage back to the PTO from food sales. Obtain Food Service License for the Health Inspector. Coordinate the arrival of the food trucks the night of the fair and set up a drink station.
• Entertainment: (2 Co-Chairs needed) Plan the entertainment activities for the fair, from moon bounces to hair-streaking and oversee the parent “entertainment” volunteers on the night of the fair.
• Fun Food: (2 Co-Chairs needed) Plan and coordinate Fun Food menu, using provided detailed list of items from previous year(s). Purchase and set-up fun foods and oversee volunteers at outside table during the fair. Attend Spring Fair meetings.
• Games: (2 Co-Chairs needed) Plan the games for the fair and coordinate rentals, as needed. Organize ticket bags, instructions, and prize stamp information for each game.
• Prizes: (2 Co-Chairs needed) Orders prizes, stamps and tickets. Arranges printing of prize sheets. Creates display of prizes for the night of the fair and their corresponding point value. Prepares a “Spring Fair Prize Basket” donation for the Raffle. Organizes post-fair sale of any remaining prizes.
• Program: Creates flyer for distribution to preschools in the community. Creates Spring Fair program which includes entertainment, games and food offered as well as advertising for sponsors and others. Arranges for office to print and distribute fair program to all families.
• Logo: Create a Spring Fair logo based on the theme.
• Sponsorship: Works on finding business to sponsor the Spring Fair. Work with the Program Chairperson to include sponsorship logos and information in the program.
• Raffle: (3 Co-Chairs needed) Responsible for coordinating and securing raffle item donations, cataloging items, and preparing and typing raffle item descriptions. Prepare and distribute raffle ticket sale packets, abiding by PA state laws for gaming and raffles for non-profit organizations. Oversee raffle ticket sales during the week leading up to and night of fair. Oversee onstage set-up, execute raffle drawing and coordinate transfer of prizes. Schedule and oversee raffle ticket sale volunteers.
• Set-up/Tear-down: (2 Co-Chairs needed) Oversee detailed plans for both an outdoor fair, and an indoor event in the unlikely event of rain. Work with entire spring fair committee to assess the needs of each area. There is a well established plan for fair layout and maps to follow and tweak as necessary. Provide a well-organized list of each game and entertainment site’s needs. Obtain necessary equipment and place order with Taylor Rental. Works with VFE Facilities staff and oversees volunteers needed for night of the fair for setup and break down.
• Tickets: (2 Co-Chairs Needed) Oversee ordering and selling of tickets for the spring fair, using previous year’s spreadsheet as a guide. Schedule in-school morning and afternoon ticket sales the week leading up to the fair and/or advanced ticket sales via red folders/backpacks. Staff ticket sale tables, track sales, and oversee ticket sale volunteers during the fair.
• Volunteers: Working with each of the committee chairpersons, assess the volunteer needs for staffing the various committees, games and entertainment for the Spring Fair and update the on-line volunteer form as necessary. Coordinate plan for recruiting volunteers and communicate information via backpack flyers, Forge’s Flash newsletter, etc.

School Services

“At Home” Volunteer:
The PTO has opportunities to volunteer from home. Your name will be on a list to be called when opportunities arise.

Bike/Walk to School Days:
Advertise the events in the Forge’s Flash newsletter and in backpacks prior to the event. Organize volunteers to be available the morning/afternoon of the events. Notify crossing guards and local police of extra foot traffic on the days of the events. Coordinate raffle or prize for participants.

Birthday Bulletin Board Chairperson:
Obtain monthly birthday list from school secretary. Create a birthday bulletin board (located in the cafeteria) with the materials supplied to you in a folder in the PTO closet. A notebook with instructions is provided.

Cafeteria Monitors:
A few monitors are needed for the fall season to assist students in the lunch line, help open containers and escort to the restrooms/nurse’s office when necessary. This is especially important in the lower division grades.

“Eyes of a Child” Photo Wall Coordinator:
Coordinate and take student photos for “Eyes of a Child” display in the main lobby and rotate the photos three or four times a year. Instructions are provided.

Forge’s Flash Newsletter Editors:
The Forge’s Flash newsletter is an electronic email blast that is sent out every two weeks. It keeps the school community up-to-date on PTO events, school and community topics. Two editors alternate newsletter issues. Editors also send out intermittent emails between issues with important information/notices. Editors do not write copy for the issues. Compile electronically submitted data (PDF files) into Constant Contact newsletter format, add photos/clipart. Submit to VFE Office for approval. Send newsletter to email list. Keep database updated. Archive old emails on Constant Contact site. Attention to detail and good organizational skills are needed. The Constant Contact software is easy to learn, and only standard computer skills are required.

Fourth Grade Party Chairpersons:
(Fourth grade parents only, 2 Co-Chairs needed) Set up meeting schedule and oversee planning for the end-of-year party. Set-up committees (decorations, invitations, location, entertainment, certificates, etc.), and work with a volunteer committee who will carry out the details for each committee. Plan, advertise, purchase supplies and run fundraiser(s) to benefit the Fourth Grade Party.

Grade Level Homeroom Parent Coordinators:
Disseminate school and grade-specific information to grade level Head Homeroom Parents. Coordinators send party planning reminders and information in advance of each grade level’s four (4) classroom parties, and help answer questions from homeroom parents. Facilitate email communication to Head Homeroom Parents from various school committees (Spring Fair, Silent Auction, Yearbook, etc.) as needed. One coordinator per grade, preferably a current or past Head Homeroom Parent.

Homeroom Parent:
Two to four homeroom parents per class will coordinate four classroom parties (Halloween, Winter, Valentine’s Day and End of Year), and, if needed, support the Spring Fair Committee by organizing classroom parents to fill Spring Fair general volunteer positions.

Kindergarten Activities Coordinator:
(Prefer parent whom has experienced Bear Hunt Day and Earth Day as a prior VFE Kindergarten parent.) Work with Kindergarten team facilitator to coordinate refreshments for Kindergarten Screenings (September) and Kindergarten Orientation Day (June). Coordinate with teacher facilitator, as needed, to address volunteer needs for staffing learning stations, direct AM and PM parents to their stations, and assist teachers in any way for Bear Hunt Day (November) and Earth Day (April).

Library Volunteer Coordinator:
Work with VFE Library staff and VP of Services to organize all library volunteers. Confirm scheduling with volunteers and set-up orientation meeting with the school librarian for the library parents.

Library Parent:
Two or three parent volunteers per class alternate library sessions for your child’s scheduled library time. You will check books in and out, and shelve books. Your child’s library day will be assigned based upon the TESD 6-Day schedule. The specific day within each week will rotate with the 6 day cycle. The time slot for your child’s library session will not change from session to session.

Lobby Decorations Coordinator:
(Seasonal throughout the year) Decorate lobby with PTO-provided decorating materials as the seasons/holidays change and create classroom door banners for new VFE teachers. Supplies located in PTO closet.

New Family Tours Chairperson:
(August) Obtain list of fourth-grade students interested in giving tours (provided by VP of Services) and confirm tour guides for New Family Tours. Coordinate orientation training 45 minutes prior to start of tours with student tour guides. Purchase beverages and light snacks and set up refreshment table in lobby of school. Clean-up refreshment table at end of tours.

On Call Volunteer:
If you are not sure how you can help but would like to be involved, you can be placed on our “on call” list. If we find we are short-handed for any activity or event, we’ll check with you to see if you are available.

Picture Day Volunteer:
Comb hair and help to organize classes for pictures. Two to four volunteers are needed for the day.

PTO Website Coordinator:
Responsible for keeping the PTO website updated. Post news announcements, create forms, sign-up sheets, update page content as needed. Work with newsletter and social media coordinators to provide links and information for publication in newsletters and on social media. Experience with WordPress a plus but not required, but comfortable with computer systems and technology preferred.

Yearbook Production/Head Coordinator:
Work with yearbook vendor and other yearbook coordinators to format, design and produce yearbook.

Yearbook Grade Coordinator:
One per grade. Coordinate with grade level teachers and parents to photograph classroom and grade-wide activities, events and field trips and provide photos to the yearbook committee for inclusion in the yearbook.