Volunteer and Events Coordinator

Job Title: Volunteer and Events Coordinator

FSLA Status: Non-Exempt 

Salary Range: $20 - $24 / hour (range determined by experience)

Hours: 7:30 a.m.-3:30 p.m. on student contact days during the school year. Plus:

• Eight half days before teachers start in August (8 a.m. - 1 p.m., Monday-Thursday)
• Four full days before students start in August (7:30 a.m.-3:30 p.m., Monday-Thursday)
• Four full days after students are done in the spring.
• Includes evening community events as assigned.

Summary: The Volunteer and Events Coordinator designs and coordinates the volunteer program for all stakeholders, and plans and organizes school events, focusing on community-building activities. This position embraces innovation and continuous improvement and welcomes the challenge of building successful engagement programs.

Essential Volunteer Responsibilities

• Provides leadership and direction to build a strong volunteer program on both campuses to support PACT’s mission of partnering as parents, students, and staff. 
• Administers all aspects of PACT’s volunteer program, including recruiting, training, and supervising volunteers.
• Implements and maintains a wide range of volunteer opportunities that reflect the mission and vision of PACT. 
• Recruits, engages, and places volunteers by encouraging sign-ups and communicating about volunteer opportunities, utilizing Infinite Campus, iContact, and social media to communicate volunteer opportunities and information.
• Gathers information about each volunteer's skills, availability, and goals; matches volunteers with appropriate options based on this data. Uses the information to create opportunities for volunteers that utilize their skills to benefit PACT students, faculty, and staff. 
• Schedules all campus volunteer activity, including event set-up, classroom help, office projects, facilities projects, lunchroom help, etc.
• Ensures all volunteers have completed volunteer training and background checks and are cleared to volunteer. 
• Assists the front office staff with volunteer and visitor check-in for events.
• Provides volunteer support and guidance by acting as a single point of contact for all volunteer opportunities, questions, and communication. 
• Fosters relationships with all PACT stakeholders by building relationships through service and timely communication, conducting calls, emails, and surveys to track success, collect data, and identify problems to implement system improvements. 
• Communicates with families by sending reminders and thank you notes.
• Tracks volunteer hours through an online tracking system by encouraging self-reporting or entering hours for them when necessary. 
• Coordinates donation requests for the school or special events and manages the PACT Amazon Wishlists. 
• Communicates with PACT employees to identify available opportunities for volunteers. 
• Evaluates all aspects of the volunteer program annually to ensure effectiveness and provide input into more innovative and practical opportunities for improvement.
• Drafts, publishes, and maintains volunteer program guidelines, best practices, and procedures. 
• Supervises the Nursery Coordinator and manages nursery services at the Elementary Campus. 
• Proactively works with teachers to create volunteer opportunities and collaborates with teachers on volunteer planning for field trips.
• Produce volunteer schedules for each day’s activities and distribute them to the campus partners (e.g., front desk, EDs, lunch room, etc.).
• Is available for clarification and troubleshooting and supervises volunteers in the building to ensure a positive experience.
• Engages students with volunteer opportunities and community events to participate in so they can get community service hours.
• Works alongside the PACT Panthers PTO to coordinate meals and appreciation events for volunteers, teachers, and staff.
• Provides ongoing and appropriate recognition of our volunteers, including annual awards.
• Other duties as assigned related to volunteering.

Essential Event Responsibilities

• Collaborates with key leaders on community events, such as the Back-to-School Open Houses, school conferences, enrollment events, Veterans Day programs, town hall meetings, Kindergarten round-ups, homecoming, dances, concerts, award ceremonies, prom, and commencement ceremonies. 
• Works with the Director of Communication and Community Engagement to prepare marketing and promotional items for all events.
• Coordinate and manage events with attention to budget and time constrants, safety, and ensures compliance with PACT policies.
• Ensures adequate volunteers and chaperones are available for all events.
• Responsible for managing campus calendars, including the administrative event planning calendar, PCS Master Google Calendar, and the rSchool Calendar (does not include activities/athletic scheduling).
• Completes Event Planning Guides (EPG) for all events.
• Manage supply purchases for events, following the school process.
• Creates, sends, and collects feedback through after-event surveys and utilizes the data to improve future events and address significant issues. 
• Performs all other tasks and duties as assigned related to events.

 Formal Education and Experience Requirement: 

• Bachelor's degree required in a related field such as hospitality, communication, marketing, or business. 
• At least three years of relevant experience in event planning, coordination, communication, hospitality, customer service, and people management.
• K-12 education or non-profit experience preferred.