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OOSL Volunteer Opportunities

Old Orchard Service League benefits from its many parent volunteers. Below are listed several of the volunteer opportunities within OOSL. For more information, please contact the OOSL President.

Officer Position & Responsibilities (required to be board members)

President 10-30 hours a month; some work at home

  • Attend and schedule all board meetings
  • Create agenda for monthly meetings
  • Run meetings
  • Find volunteers for open positions
  • Meet with committee chairs
  • Ensure OOSL complies with bylaws
  • Update YahooGroups

Vice President 2-4 hours a month; some work at home

  • Attend all board meetings
  • Run meetings in president’s absence
  • Help president
  • Find volunteers for open positions
  • Ensure OOSL complies with bylaws

Secretary 2 hours a month; mostly at meeting onsite, some work at home

  • Attend all board meetings
  • Take meeting minutes and post
  • Keep record of current board members

Treasurer 10 hours a month; most hours done at home

  • Attend all board meetings
  • Keep all financial records and meet OOSL financial obligations
  • Cut checks for grants and other financial obligations
  • Maintain account records on Quickbooks
  • Deposit income to bank accounts
  • Maintain monthly financial reports
  • Coordinate with accountant to prepare yearly taxes
  • Coordinate with insurance agent to purchase yearly board insurance
  • Make sure OOSL stays within budget


Advisory Positions & Responsibilities (may be board and/or advisory members)

Hot Lunch Program

  • Vendor Manager 1 hour a month
    • Contact with and manage food vendors
    • Make sure the orders are placed for the specific days
    • Work with school on holidays and fieldtrip days
  • Volunteer Manager 1 hour a month; mostly at home
    • Make sure volunteers are scheduled
    • Fill in for absent volunteers or fill in subs
  • Technology On-Line Manager 10 hours twice a year; mostly at home
    • Set up on-line ordering system
    • Oversee all orders

OOSL Communications Director ½ to 1 hour a month; mostly at home

  • Promote OOSL events on Facebook, Emails, News & Notes, AmazonSmile, matching gifts donations
  • Events: Monthly Meetings, Welcome Breakfast, Dinner Social, Wine Event, Book Fair, Auction, Hot Lunch, OOSL sponsored field trips, assemblies, one-time grants, etc.
  • Create flyers to put in folders

Book Fair Lead 40 hours over three months with bulk of work during book fair week; some at home mostly at school and some at the warehouse

  • Meet with Hicklebee’s in August
  • Contact teachers regarding what books they want to see at the book fair
  • Work with communications director to advertise the event
  • Work with school office to schedule book fair class visits
  • Arrange and coordinate volunteers for the event (volunteerspot.com)
  • Pick up books and register from warehouse and then return after the event
  • Close out register and run credit card report
  • Set-up and tear-down event
  • After the book fair pick up/deliver/reconcile book orders

Dinner Social Coordinator 20 hours over one month; half at home and rest at the event

  • Event planning (theme, menu, invitations)
  • Decorations
  • Event Set-up (tables, chairs, decorations)
  • Event Clean-up
  • Arrange and coordinate volunteers for the event (volunteerspot.com)

Welcome Breakfast Coordinator 8 hours total, including event; most at home and rest at the event

  • Coordinate with school to pick a date, usually held second or third Friday in September (be mindful of Jewish Holidays)
  • Make sure event is put on school calendar
  • Work with communications director to publicize event
  • Arrange to have tables set out in quad with tablecloths
  • Purchase or make food and drinks for morning of the event

Web Mistress 1/2 hour twice a year; all done from home

  • Update and maintain web site

Wine Event Coordinator 11-12 hours over two months time; some at home, at the event, and pick up check during store hours of 10-5pm M-F)

  • Coordinate with board and school office about date of event
  • Contact Joseph George Wines
  • Establish price point for ticket sales with the board
  • Work with on-line hot lunch manager to get the event ticket registered in the hot lunch ordering system for purchase
  • Create menu with caterer staying within budget
  • Work with communications director to advertise event
  • Generate weekly reports to see attendance and to increase communications as needed
  • Work with school to organize child care on the night of the event (if needed or offered)
  • Follow up with Joseph George on the pay out –aka pick up check
  • Do final readout with the board on cost, profit, attendance, etc

Auction

  • Chair(s) 10 hours a month for 3 months plus 40 hours in auction month; half hours at home, some on campus, and rest at the event
    • Fill Auction roles with volunteers
    • Manage all volunteers
    • Manage event day activities
    • Run event on the night of
    • Create guest list for auctioneer
    • Make sure auction stays on budget
    • Make sure program and auctioneer items line up match

  • Event Coordinator 20-40 hours over 9 months; mostly from home
    • Select venue, DJ, auctioneer, negotiate contracts
    • Select auction date with board based on:
      • Auction dates of other schools our families may have children attend (Mitty, Notre Dame, Bellarmine, St. Francis, Presentation, Valley Christian)
      • Availability of the venue, DJ, and auctioneer
      • OOS calendar
    • Coordinate with venue decorator
    • Schedule food tasting and make food choices
    • Meet with venue event coordinator to discuss menu, linens, budget, wifi, room set up, and auction night schedule
    • Stay in communication with auctioneer-get live auction info to him/her in advance and meet prior to event to discuss plan and order of auction items
    • Give the order of auction items to person creating auction program
    • Report to auction chair

  • Auction Communications Team 2-6 hours over 3 months; mostly from home (can be split between people)
    • Advertise the auction (save the date, invitations)
    • Create invitations, print and send out
    • Work with board communications director for FB, N&N, email, etc
    • Create Program, edit, and have printed

  • Live Auction Coordinator 4-6 hours over 2 months; mostly from home
    • Work with auction coordinator for school donated items
    • Manage the live auction night of the event
    • Get volunteers for live auction runners
    • Print out live auction bid sheets
    • Work with auctioneer and auction program creator for order of auction items

  • Silent Auction Coordinator for Businesses 60 hours; mostly at home (can be split between several people)
    • Solicit volunteers from community
    • On line solicitation
    • Solicit donations by letter/email/online
    • Collect and record donations
    • Follow up on donation requests
    • Enter items into RSA
    • Prepare display sheets
    • Prepare certificates
    • Prepare balloons

  • Auction Coordinator for School Donated Items 60 hours; mostly at home (can be split between several people)
    • Create list of school donated items for silent auction
    • Work with teachers to create teacher experiences for live auctions
    • Oversee class projects
    • Make signs and certificates

  • Decorations 10 hours; some at home plus the night of event on site
    • Conceptualize, buy and prepare decorations for auction
    • Set up the day of the event and clean up

  • Auction Tech 10 hours, most at home plus on site auction night
    • Configure ReadySetAuction (RSA) and SafeSave merchant account; read the documentation. Set ticket prices, sale dates, and event metadata
    • Maintain user accounts for auction staff
    • Assist in answering questions about RSA, involving RSA Help Center as needed
    • Create bid forms
    • Work with silent auction coordinator
    • Manage the check-in, check-out, and live auction processes on auction night


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