Guild Volunteer Opportunities 2010
1. Upper School Shop Convenor
2. Fall Fest Parent Volunteer Recruiter
3. Student Volunteer Recruiter
UPPER SCHOOL SHOP CONVENOR
The Upper School Shop Convenor (USSC) is in charge of overseeing the operations of the Upper School shop, which sales uniform items, school supplies and textbooks serving the Upper School Bayview Glen community. The USSC is member of the Guild Executive and presents and participates in all executive meetings to discuss past month’s business. Since one of the Parent Guild’s mandates is to fundraise, the USSC is also responsible to ensure all operations are run efficiently and with minimal operational expenses. This is a volunteer position, i.e., will have no payment. The Upper School Shop is located at 85 Moatfield Drive, across the road from the Lower & Prep School.
DUTIES AND RESPONSIBILITIES
Volunteer Recruiting and Training
- Recruit volunteers to fill shifts at the shop with the help of the Volunteer Coordinator.
- Oversee shop volunteer schedule and ensure coverage during the shop hours.
Conduct proper training of volunteer staff on all shop duties.
- Maintain a Training/Reference Manual for use by the volunteers on all shop operations/duties.
Merchandise/Pricing/Inventory Control
- In co-ordination with the L&P School Convenor, plan and supply all uniform pieces and stationery items required in the shop, and ensure shop is properly stocked.
- Conduct inventory checks, including at least one physical inventory count per year.
- Create purchase orders and follow up with suppliers for Upper School items.
- In co-ordination with L&P School Convenor, develop and maintain a pricing strategy that meets the expectations of affordable prices for our customers (parents) and the Parent Guild’s expectation of raising funds.
Coordinate with Consignment Convenor on sale of consignment and donated clothing.
Special Events and New Products
- Organize the two special shopping events in the year: The May Uniform Fitting and Shopping Days in May and the Back to School Shopping Day in August.
Assist new students/parents with uniform purchases.
- Conduct a Volunteer Appreciation Week in May each year.
- Conduct a Staff Appreciation Week in May each year.
- Liaise with Heads of School and appropriate Uniform Committees) with regard to new items of uniform/changes to uniform for the Upper School.
Communication
- Maintain a solid communication with the volunteer team and provide frequent updates on shop activities.
- Be available to the volunteer team to troubleshoot problems.
- In coordination with L&P School Shop Convenor, prepare communication pieces for the Newsletter.
- Help prepare reports for General Parent Guild Meetings and Executive Meetings.
- Understand school uniform policies and properly communicate them to volunteers and customers/parents.
- Ensure proper signage is placed on shop operations.
- Ensure information is current in the phone system, i.e., recording voice mail greeting messages appropriately.
- Attend to all e-mail and phone messages so that parents’ requests are attended promptly.
Shop Administration
- Ensure shop has enough office supplies to run smoothly.
- Provide sales aids and forms required for assisting volunteers with their jobs on an ad hoc basis.
- Maintain close contact with the School regarding security of inventory and cleaning of the shop.
- Ensure shop shelving is up to date and in good repair.
JOB QUALIFICATIONS
- Experience as a Guild Shop volunteer for a minimum of 1 year, experience as Upper School Shop Convenor Assistant or some experience in retail management.
- Ability to build effective teams and create an environment in which volunteers are motivated.
- Strong initiative and leadership skills.
Understanding of basic retail concepts (gross margin, markdowns).
- Excel and Word proficient.
- Good data analysis skills.
- Excellent communication skills, both verbal and written.
- Good problem-solving skills.
- Willingness to set and maintain high standards of performance.
TIME COMMITMENT
- 10-15 hours/week.
- Weekly hours worked vary according to time of year
- Busy months: August to September and May to June
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FALL FEST PARENT VOLUNTEER RECRUITER
As the Fall Fest Parent Volunteer Recruiter, you will be part of the Fall Fest Committee. The Fall Fest Convener will provide details of all Fall Fest activities, and volunteer requirements for the day(s) before and day of Fall Fest. Activities before Fall Fest include collection, wrapping and pricing of baked goods, sorting and arrangement of books and DVDs, and collection, sorting and pricing of garage sale items.
The first parent recruitment emails are sent in May, reminding people to schedule Fall Fest in their Calendars and to start collecting books, DVDs, garage sale items and prizes to donate to Fall Fest. Multiple email requests are then sent in September, along with followup phone calls to recruit volunteers for various events and time slots. Volunteers are scheduled in a spreadsheet, which is finalized the week before Fall Fest. Reminders and job descriptions are sent out a few days before the event. On the day of the event, signup parent volunteers at the entrance and ensure that all activities are running smoothly, with the help of assigned helpers.
TIME COMMITMENT
- Approximately 30 hours, mainly during the months of September and October
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STUDENT VOLUNTEER RECRUITER
This position is responsible for recruiting student volunteers for Guild events as needed, in order to help the respective Convenors run their events smoothly. Volunteers are recruited by posting sign-up sheets at the Upper School. This position will communicate with the event organizer to ensure sufficient volunteers are available and provide accurate descriptions of the volunteers’ tasks to potential volunteers.
TIME COMMITMENT
- While the time commitment varies throughout the year, the main events which require student volunteers are Fall Fest and Textbook sales.
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