Volunteer Position Descriptions





This page is being revised. Please email birchwood@niskypto.org for updated information.

  • Brief Volunteer Position Descriptions for each volunteer are available below. 
  • The current list of Officers,  Committee Heads and Members can be viewed here.
  • Go here to find out more about volunteering and how to sign up.
  • If you have questions about a position or updates for this page, email the PTO (birchwood@niskypto.org).
  • Chairpersons and coordinators can request "Committee Successor Information" about their programs (electronic files and/or binders stored at Birchwood) by emailing the PTO.
  • For more information about PTO programs and events, explore the PTO website!

Executive Committee

 Co-Presidents


Two-year term; one new co-president each year
Supervise all aspects of PTO programs, events, and fundraisers in cooperation with the school principal
Manage a team of committee chairs
Attend PTO and PTO-related meetings
 Vice President, Programs and Services
Supervise PTO programs and events in cooperation with co-presidents
Manage a team of program and service chairs
 Vice President, Fundraising
 
Research fundraising organizations and make decisions to meet PTO fundraising goals
Manage a team of fundraising coordinators
 Treasurer

Manage all PTO expenditures and revenue; maintain a balanced budget
Ensure correct and timely allocation of funds
Prepare and present required monthly and annual financial reports to PTO and district as requested
 Secretary
Record minutes at monthly PTO meetings and prepare for distribution

Communications Committee

 Birchwood Bulletin Editor

Solicit and edit information from program coordinators, staff, and school district sites to produce a weekly newsletter that informs parents of all school activities
 PTO WebmasterMaintain the PTO website (birchwood.niskypto.org) with current school information in a timely manner
Liaise with district PTO webmaster
Design forms and manage input data
* Website construction (not programming) experience helpful
* Requires work in summer
e-Postmaster

Manage the PTO email account (birchwood@niskypto.org), answering and forwarding emails as necessary
Maintain subscriber list
*
Requires work in summer
 Information Sign

Consult with school principal about important school dates
Update 
sign board at Birchwood's entrance monthly (Sept. - June)
Displays
Create or coordinate indoor displays on PTO bulletin board and display case
Directory & Dues

Receive family contact information from the district in September
Update directory database with input from school principal, secretary, and PTO leadership
Produce camera-ready pages for printing (September)
Coordinate directory sales
Provide dues reports to PTO treasurer
* Requires work in summer
 Media Officer
Liaise with local media to garner coverage of school events as appropriate

Event Chairpersons
(Events are tentative, based on PTO yearly planning. More info: PTO Events & Activities)

Chair(s), Back-to-School BBQ (Sept.)

Coordinate all aspects of this all-school welcome event in fall
Coordinate food service with vendor, water bottle sales
Promote event to Birchwood families at the end of previous school year and over summer with summer mailing
Coordinate equipment rentals (cotton candy and sno-cone machines)
Coordinate ticket sales, track food orders, manage payments
Plan and implement activities (face-painting, crafts, games)
Designate and oversee subcommittees (e.g. food, activities, set-up/clean-up, promotion, equipment rental, volunteer coordinator)

* Requires work in summer
Hospitality Coordinator

Welcome new families to Birchwood by providing refreshments at newcomer's night and Kindergarten orientation
Provide support to PTO Co-Presidents as needed
Chair(s), Book Fairs (Fall, Spring)

Coordinate twice-yearly book fairs in cooperation with Media Center
Assist with set-up and take-down
Recruit and schedule volunteers
Coordinator, School Pictures (Sept. - Oct.)

Facilitate picture day in Sept. and make-up day in Oct.
Work with portrait studio and school principal
Inform parents about school portraits
Manage order forms
Chair(s), Monster Mash (Oct.)

Coordinate all aspects of this all-school Halloween event
Promote event to Birchwood families
Plan and coordinate food and activities
Recruit and schedule volunteers
Designate and oversee subcommittees (e.g. decorations, food, activities, scary room, set-up/clean-up, promotion, volunteer coordinator)
Chair(s), Staff Appreciation Breakfast (Oct.)

Arrange a casual breakfast buffet for staff in Oct.
Distribute invitations to staff
Coordinate food sign-ups from parents; coordinate volunteers
Purchase food as necessary
Set up and decorate

Chair(s), Open House (Dec.)
Coordinate activities and programming to encourage parent and student participation in this annual event
Chair(s), Staff Appreciation Luncheon (March)

Arrange a lunch buffet for staff
Distribute invitations to staff
Coordinate food sign-ups from parents; coordinate volunteers
Set up and decorate
Chair(s), Fun Fair (March)

Coordinate all aspects of this all-school spring event
Promote event to school families
Plan and coordinate food and activities, including coordinating games with 5th grade students
Recruit and schedule volunteers
Coordinate with teacher liaison for staff raffle; manage raffle ticket sales
Designate and oversee subcommittees (e.g. food, games, prizes, raffle, promotion, volunteer coordinator)
Niska-Day Coordinator (May)

Coordinate and corral Birchwood marchers in town-wide event
Float (next needed in 2017): recruit volunteers to design and construct Niska-Day float
Communicate with school families about parade marching instructions
 5th Grade Talent Show Coordinator (June, with Field Day)

Work with 5th grade students, parents, and teachers to produce show
Coordinate and screen acts with school principal

Chair(s), Ice Cream Social

Coordinate all aspects of this all-school, end-of-year event
Promote event to school families
Recruit and schedule volunteers
Secure food donations
Coordinator, Visiting author

Suggest, schedule, and promote a visit by childrens' author in cooperation with the Media Center
Assist with author's visit

Fundraising Chairpersons (Fundraisers are tentative, based on PTO yearly planning. More info: PTO Fundraisers.)
  
Children's Artwork

Work with parents to obtain photos/artwork for spring fundraiser
Liaise with outside vendor to obtain samples
Promote sales and manage orders
Deliver payment to Treasurer and report on earnings to PTO
Entertainment Book Sales

Distribute coupon book and order forms for fall fundraiser
Promote sales and manage orders
Coordinate distribution when orders are fulfilled
Deliver payment to Treasurer and report on earnings to PTO
Frozen Foods Sales

Prepare and distribute order forms for fall fundraiser
Promote sales and incentive programs
Manage orders

Coordinate distribution when orders are fulfilled; distribute sales prizes
Deliver payment to Treasurer and report on earnings to PTO
Grants

Research and pursue grant funding opportunities for PTO programs throughout the year
Assist with grant writing
Grocery Programs

Promote and coordinate shopper reward programs throughout the year:
Box Tops for Education, Labels for Education, Hannaford Helps Schools, Price Chopper Tools 4 Schools
Publicize monthly collections sheets for Box Tops and Labels & develop a collection system
Organize and implement incentive program (prizes) for Box Tops and Labels collection
Meet deadlines for mailing in collected material for Box Tops and Labels (twice per year)
Provide monthly updates on participation and earnings to PTO leadership
Coordinate delivery of payment to the school or point redemption with the program
Popcorn Friday

Coordinate to make and sell popcorn at snack time every other Friday throughout the year
Plan and arrange purchase of supplies
Deliver payment to Treasurer and report on earnings to PTO
Spirit Wear Birchwood Clothing

Research available clothing and products
Oversee logo design
Liaise with outside vendor to obtain samples and final product
Coordinate sales and distribution
Deliver payment to Treasurer and report on earnings to PTO
Target RED card & Colonie Center School Bucks

Promote and coordiate shopper reward programs throughout the year
Provide monthly updates on participation and earnings to PTO leadership
Coordinate delivery of payment to the school

Program Coordinators  (More info: PTO Programs)

After School Enrichment Program (ASEP)

Identify topics for after-school classes in fall and spring in cooperation with school staff
Arrange instructors
Create and produce class schedule and course descriptions
Distribute schedule and promote program
Manage student enrollment and coordinate payment to Treasurer
Arts in Education

Research, preview, and secure programs for school assemblies (approximately 4/year) in collaboration with the principal
Inform parents about assembly schedule via website and weekly bulletin
Attend assembly and provide support to show personnel
 Fish Tank Maintenance

Purchase supplies and provide routine cleaning and maintenance for fish tank in cafeteria (daily feeding is done by school staff)
Homeroom Parent Coordinator

Recruit and train 3-4 parent volunteers per class
Hold informational meeting in September before curriculum nights
Liaise between parents and PTO
* Requires work in summer
Junior Achievement

Work with Junior Achievement national program and school teachers to coordinate classroom lessons on business and finance
Recruit, train, and coordinate a parent volunteer for each class
 Media Center (2)

Recruit, train, and schedule parent volunteers to support operations (checking books in/out, reshelving, etc) in the Media Center (library) throughout the year
Work with Book Fair coordinator to manage fall and spring book sale
Nature Park

Advance the work of restoring Birchwood School Nature Park, including pursuing funding and visioning its future
Propose, implement, and promote Nature Club activities for students
Recruit and manage team a parent volunteers
Photography

Take pictures at school events for the yearbook, archives, and other purposes
Preschool Story/Gym Program


Coordinate this preschool outreach program which meets weekly January - March, including coordinating teachers and district staff to speak to parents and arranging gym and story time for kids
Obtain contact information of preschool families in the school zone; mail invitation letter
Arrage practice bus ride in the spring for incoming Kindergarteners
School Banking

Liaise with bank (currently CapCom) to provide school bank accounts
Schedule and provide volunteers for twice-monthly school banking hour throughout the year
Promote the program and provide reminders to participants about program deadline (e.g. Great Grades, Summer and Winter Reading programs, and other contests)

1,000 Book Kid Program

Promote this free book-borrowing program among area preschoolers
Arrange kick-off event in spring in cooperation with preschool outreach program
Monitor condition of books, bags, and checkout system in cafeteria throughout the year
Yearbook

Design and produce annual yearbook with team of volunteers using the web-based system provided by vendor (currently Lifetouch)
Manage promotion of sales of the yearbook
Coordinate income and payment with Treasurer
Recruit and manage a team of volunteers

District Program Liaisons
Board of Education
Attend Board of Education meetings and community forums
Report to PTO and inform Birchwood families of relevant issues (via website and bulletin)
Website: http://www.niskayunaschools.org
Friends of Music (FOM)

Attend monthly FOM meetings
Report to PTO and inform Birchwood families of relevant events and programs (via website and bulletin)
Website: http://www.nisk.k12.ny.us/departments/fom/
Niskayuna Community Action Program (N-CAP)
Attend monthly N-CAP meetings
Report to PTO and inform Birchwood families of relevant events and programs (via website and bulletin)
Shared Decision-Making Committee
 Work as parent representative with teachers and staff to improve school-wide education with programs like character education, learning fairs, and open mic night