Volunteer Roles and Responsibilities
Auditor
Work with the treasurer
Review monthly financial statements to ensure that charges are appropriate for the PAC
This role is required by the PAC’s liability insurance. No financial responsibilities beyond providing a monthly review are required. May be combined with another role that does not have signature authority on the PAC accounts.
Time required: 15-30 minutes per month
Availability needed: Whatever days/times work best between you and the treasurer
Bylaws Update Advocate
Generate a legible version of the blurry original copy of the bylaws
Embed approved bylaws updates into the new legible version
Assess and recommend any further bylaws updates that should be considered
Time required: unknown for this new, short term role
Availability needed: Flexible days/evenings with occasional meetings
Classroom Support Coordinator
Collect and assess teacher requests for grants and volunteer support
Coordinate with the Board and volunteer coordinator to fulfill needs and respond to requests such as CMAS incentives, extracurricular scholarships, extracurricular support, classroom celebration support
Time required: unknown for this new role
Availability needed: Flexible days, occasional times in person at school during the school day or after school
Communications Chair
Prepare newsletter on routine basis (interval to be determined)
Partner with Sunset administration and Board to plan and deliver communications
Update website home page and event content
Prepare and execute social media messaging
Time required: 5-10 hours per month (busiest during the fall)
Availability needed: Flexible days/evenings with occasional meetings
Concessions Selling & Support
Coordinate concession volunteers and supplies for the annual Vex Robotics Tournament, music concerts, Open Mic Night, and Friday afternoons.
Time required: 2-8 hours per month (busiest during concert weeks and the robotics tournament)
Availability needed: Flexible days/evenings; in-person attendance at events for training and when volunteer numbers are insufficient
Conference Meals Coordinator
Coordinate and oversee evening meals provided during Parent/Teacher Conferences
Conferences are held for twice a year for 2 nights each
Set up sign up genius and advertise 2-4 weeks for family dish sign ups
Set up about 2:30p each afternoon
Take down about 6:30/7pm
Shop for food/paper supplies that are not donated
Time required: Approximately 20 hours per conferences event (Sept. 25-26, 2024 & Feb. 11-12, 2025)
Availability needed: In person at school on conference afternoons/evenings
Corporate Donation Matching Coordinator
The PAC is not currently capitalizing on available corporate donation matching funds opportunities and seeks someone to spearhead efforts to collect those funds when available.
Time required: unknown for this new role
Availability needed: Flexible days/evenings
Dining for Dollars Coordinator
Work with local businesses to set up shared ventures fundraisers (most recent held in April 2024 with DQ on Main)
Coordinate event communications & promotion
Time required: 10 hours per event
Availability needed: Flexible days/evenings; in person attendance at events
Fall Crawl/Fall Fundraiser Coordinator
Solicit sponsorships and donations
Order t-shirts
Plan celebration event at the end of the fundraiser (Obstacle Course, popsicles, and other entertainment)
Plan weekly incentives and calculate winners throughout 3-week fundraising campaign; coordinate celebration events
Coordinate & oversee volunteers for the day of the Fall Crawl
Time required: 5-10 hours/week from the first week of school through the week after the Fall Crawl on Sept. 27, 2024
Availability needed: Flexible days/evenings; in person attendance at events
Google for Nonprofits Administrator
Manage user accounts, security, domain, and website for sunsetpac.org
Time required: 1-5 hours per month
Availability needed: Flexible days/evenings
Hospitality Coordinator
Provide food, drinks, paper goods for monthly staff meetings
Coordinate with administrators
2pm setup time for monthly meeting
Meetings are generally held every 3rd Thursday of the month from 2:45p-4:45p.
Shopping for needed supplies
Select themes for the snacks provided each month (eg. breakfast, potato, mini, etc)
Time required: 3-4 hours per month
Availability needed: In person at school to set up on meeting afternoons: 9/12, 10/17, 11/21, /12/12, 1/23, 2/20, 3/27, 4/17, 5/15
Parent Meeting Coordinator
The PAC bylaws require holding two member meetings per year
The coordinator would seek speakers who will enhance parent knowledge and experience during the middle school years experience
Promote the event
Coordinate the location (physical and digital) of the events
Time required: unknown for this new role
Availability needed: Flexible days/evenings; in person attendance at events
President
Oversee all PAC operations and initiatives
Interface with school administration
Uphold the PAC bylaws
Sign contracts and checks
Solicit sponsorships and donations
Time required: 10-15 hours/month, more or less depending on other role vacancies
Availability needed: Flexible days/evenings with routine meetings during or after school
President-Elect
Work with and support the president in overseeing all PAC operations and initiatives
Interface with school administration
Uphold the PAC bylaws
Sign contracts and checks
*Ideally, this person will train to take over as president the following year*
Time required: 10-15 hours/month, more or less depending on other role vacancies
Availability needed: Flexible days/evenings with routine meetings during or after school
Secretary
Coordinate board communications
Record and distribute meeting minutes
Work with President on SVVSD reports, meeting planning, and agendas
Monitor social media conversations for actionable items
Time required: 2-5 hours per month
Availability needed: Flexible days/evenings with routine meetings during or after school
Spring Dance Party Coordinator
Plan a fun community event for approximately 300+ students.
This event can include food and snacks, giveaways, DJ, photo booth and other entertainment.
Solicit local businesses for donations for raffles and prizes.
Coordinate & oversee 8+ volunteers needed to pick up pizza, run snack stations, set up, and clean up on the day of the event
Dance Party is 2:45pm-5pm on an afternoon at the end of April or the beginning of May
Time required: 5+ hours per month starting 3-4 months in advance for planning; 4+ hours on the day of the Dance Party
Availability needed: Flexible days/evenings; in-person attendance at event
St Vrain Valley Gala Basket Coordinator
Coordinate donation communications
Select a theme and suggestions/grade level requests (historically a coffee & chocolate theme)
Provide a very large basket
Ask for donations
Arrange basket for gala
Time required: 1-2 hours per week for 4-6 weeks before gala in the fall
Availability needed: Flexible days, occasional times in person at school
Teacher Appreciation Coordinator
Coordinate and oversee donations and daily experiences provided during Teacher Appreciation Week
Solicit donations from parents and local businesses
Organize sign up genius requests and advertise 2-4 weeks for family dish sign ups
Set-up, clean up, and/or distribute meals/snacks/gifts at school each day
Shop for food/paper supplies that are not donated
Time required: 1-4 hours per week for 4-6 before the event; Approximately 10-15 hours during Teacher Appreciation Week (May 5-9, 2025)
Availability needed: In person at school on conference afternoons/evenings
Translator-Spanish
Work with the communications chair to translate planned communications from English into Spanish
Time required: 2-3 hours per month (busiest during the fall)
Availability needed: Flexible days/evenings with occasional meetings; whatever days/times work best between you and the communications chair
Treasurer
Quarterly and yearly revenue and tax filings
Monthly PAC finance report
Process payments, reimbursements and deposits
Account reconciliation
Time required: 1-3 hours per week
Availability needed: Flexible days/evenings with routine meetings during or after school
Vice President
Work with and support the president in overseeing all PAC operations and initiatives
Interface with school administration
Uphold the PAC bylaws
Sign contracts and checks
Time required: 10-15 hours/month, more or less depending on other role vacancies
Availability needed: Flexible days/evenings with routine meetings during or after school
Volunteer Coordinator
Generate and distribute sign-ups for volunteer needs
Work with event coordinators regarding unfilled requests
Time required: 3-4 hours per month
Availability needed: Flexible days/evenings with occasional meetings