Volunteer Job Descriptions

Annual Giving is one of the most important fundraising programs at Villa Duchesne and Oak Hill School. Each year we ask all members of our Sacred Heart family to consider an unrestricted gift to the School's annual operating budget. These gifts bring our mission to life for each one of our students in the classroom, in the Chapel, on the playing fields, on stage, in the art studio, and throughout our campus.

General Duties:

·         Fundraise with fellow parents

·         Make a gift to Annual Giving

·         Support the Mission of the school

·         Act as an Ambassador for Annual Giving

 

Specifics:

Work directly with the Manager of Philanthropy and the Development Office

Encourage 100% class participation from each grade level.

Make calls, visits and send emails encouraging support

Find volunteers to help with phone calls, letter writing, and encourage participation

General Duties:

Support the Bonjour (French for "Welcome") Committee and Admissions Department with Open Houses, Tours, and Admissions Events. 

Specifics:

Recruit volunteers to work the different shifts at the Open House on first Sunday of November and any additional open houses scheduled.

Help with and/or recruit volunteers with any set up needed for open house, tours, and admissions events

Provide any follow up with new families as indicated by the Admissions Department. 

General Duties:

Support the Bonjour (French for "Welcome") Committee and Admissions Department by serving as a mentor to a newly admitted family to our School. 

Specifics:

• Call, text, or email your Bonjour family once they are admitted
• Check in with the family throughout the year, especially as events and traditions come up
• Invite them to join you at School functions and events
• Guide them to the appropriate administrators and staff with their questions

General Duties

Support the Advancement Office in the School’s single largest fundraiser of the year. Work with Director of Advancement and Manager of Community Engagement and Campus Improvements to raise funds, donations, attendance, encourage volunteerism, and oversee the volunteer committees of the auction.

 

Specifics:

Generally will have two current Chairs with a Past-Chair Emeritus for help

All details for the different committees are in a binder, complete with timelines, contracts, etc.  You will have the full support of the Director of Advancement and Manager of Community Engagement and Campus Improvements throughout the entire process

• Find volunteers for the auction committees
• Organize the details of the event
• Solicit item donations, sponsorships, and drive raffle ticket sales
• Encourage attendance and volunteerism
• More concentrated workload is January through April 

General Duties of JK3-12 Class Representatives

• Communicate monthly with parents in the class about the month ahead
• Help organize a table for your class parents at the annual Bonne Chance Auction
• Welcome new families:
  • Ensure they receive their New Family Welcome packet and information
  • Remind families when special school events are on the horizon (e.g. Basket Mass, Field Day, Bonne Chance Auction) and please reach out to explain the event, answer questions, and invite them to attend
• Plan a Fall Parent Party.
  • Make sure to check with the Manager of Community Engagement to ensure no over lap of dates. 
• Organize a morning coffee for parents
• Communicate about parent social events and volunteer needs 
• Gather and engage parent volunteers for field day, the Bonne Chance Auction, Saints Start-Up and other events
• Help with “Christmas Day” decorating the school
• Assist with teacher appreciation week activities
• Make recommendations to the Executive Committee for a successor in the year ahead
• Connect with incoming class reps to discuss what you have done and what they can expect, sharing any notes, emails, and receipts that would be helpful
• Lower School reps should coordinate with homeroom teachers to plan Halloween and Christmas Parties, and assist with the International Festival

Year Specific Duties

JK3-JK4 – Organize a gathering of parent(s)/children either just before or right after start of school Suggestions: welcome coffee, park/playground day

Kindergarten – Organize a welcome coffee, Memory Book, and coordinate with teachers on Kindergarten Graduation

2^nd Grade – First Communion Banner, Coordinate with Senior Maypole parents for second grade to be part of the Maypole Ceremony

6^th Grade – Graduation, Pillow Hockey Dinner and Video, Last day of school party

7^th Grade – Collaborate with the Dean of Middle School to plan a welcome coffee for parents

8^th Grade – Work with the Dean of Middle School to plan the 8th Grade Completion Party 

9^th Grade – Collaborate with the Dean of Student Life to plan a welcome coffee for parents

11^th Grade – Organize the Junior Ring Luncheon in partnership with the Dean of Student Life and Campus Minister. Partner with the Dean of Student Life and Manager of Community Engagement in January to identify 8-10 parents to assist with Maypole. 

12^th Grade –  Collaborate with the Dean of Student Life and Manager of Community Engagement to assemble committees for Spirit, Maypole, and the Graduation Dance. 

 

Specifics:

Eighth Grade Completion :

In collaboration with the Dean of Middle School, organize a parent committee and secure location for party after the graduation mass, facilitate invitations, select and purchase small gift for the graduates, plan dinner/party details.  Details of past parties are in the class binder.  (The mass is organized and executed by Villa faculty and staff).

Junior Ring Luncheon:

Form a committee with the Dean of Student Life and Manager of Community Engagement to facilitate invitations, and help plan luncheon following Junior Ring Mass and Ceremony.  Details of past luncheons are in the class binder. The mass is organized and executed by Villa faculty and staff.

Nominate committee Chairs for Spirit (1 chair), Maypole (2 chairs), and Graduation Dance (2-3 chairs) to the Parent Association's Executive Committee. Graduation Dance location will need to be reserved and contract signed once the current Seniors have had their dance.  All info will be passed on in binders. These events are all coordinated with the Dean of Student Life and should incorporate the Senior Class theme. 

Senior Year:

Incoming Class Reps should organize their Committee Chairs before the end of Junior Year so events, etc. may be organized, approved, and reserved. Committee Chairs must be approved by the Parent Association Executive Committee. 

Graduation | Please work with the Dean of Student Life to determine the needs from parents

Spirit | Usually 1 parent chair, assemble volunteers on a committee who will organize and execute fun “spirit days” for the seniors throughout the year.  Approval needs to be obtained from Dean of Students and Principal, preferably before the end of Junior Year, which will be revisited at the beginning of Senior Year.  Budget and ideas from past years are included in the class binder. 

Maypole | Usually 2 parent chairs help facilitate Maypole. This committee facilitates and oversees the ribbons practice schedule, ensures contract executed, organizes snacks, orders sashes with the initials on them, and monitor all practices.  Specific details are in the binder.

Graduation Dance | Usually 2-3 parent chairs with a committee as needed.  Follow the binder protocol and ensure continual communication with School and Dean of Students. The event is beautiful and rather straight forward, but there is a lot of legwork early in the year.  Parents, in conjunction with the School, should reserve the location Junior Year after the current Seniors have their dance.

The Goal IV "G4" Committee is a new branch of the Parent Association dedicated to embedding Goal 4 deeper into our community. Goal 4 of the Sacred Heart Goals and Criteria states that a school of the Sacred Heart will commit itself to educate to the building of community as a Christian value. It calls us to create a community where all are known, loved, and feel a sense of belonging. This committee seeks to ensure that all community members find these words to be true.

La Boutique

Liaison – Dean of Student Excellence

Parent Lead – La Boutique Coordinator 

Time Commitment – full school year

 

Primary Functions

• Assist with management and staffing of the school spirit store, La Boutique
• Take inventory, recommend orders, and keep the store front stocked and organized
• Engage parents, students, and staff to increase traffic and purchases

General Duties:

·         Encourage parent participation in athletics, fine arts and performing arts events at school.

·         Coordinate with Athletic Director, Performing Arts and Fine Arts to identify key dates each semester such as Senior Nights, rivalry matches, Plays, Art Shows, Show Choir to identify as “Maroon Platoon Nights”.  This person will coordinate with the AD, Performing Arts and Fine Arts to make sure that each team/group has a “lead parent” for communication.  They will ensure that each team/group follows the same template for team communication, team/group bonding, team/group lunches, snacks, rosters, senior night recognition and gifts.  There is already a basic template to follow. 

• Be the Parent liaison between Maroon Platoon and Varsity Club/Student Council to help them in any way they identify
• Identify a Parent Head of Spirit for each athletic team
• Identify a Parent Head of the Grill Team – will work at All-School picnic in the fall and Field Day in the Spring

Specifics:

Spirit and Support | Coordinate parent volunteers for help with set up of concessions during plays, show choir, art shows as needed.  Recruit a committee to organize locker decorations for all teams/groups throughout the year.  Encourage parent participation at athletic matches, especially those designated as “Maroon Platoon” nights.

Grill Team | work with Manager of Community Engagement to coordinate Grill Team participation at Saint Start-Up in the fall and Field Day in the spring.

General Duties:

·         Engage parent community through spirituality and education

·         Work directly with the Director of Campus Ministry

·         Rosary – arrange volunteers to manage the Rosary every Wednesday morning at 8am in the Chapel

·         First Friday Eucharistic Adoration – work with Campus Ministry to engage entire VDOH community, arrange volunteers to attend the Host at all times

·         Bible Study – organize and run Tuesday morning Bible Study from 9-10am weekly

·         Parents Morning of Reflection – organize a morning of prayer and contemplation starting with Mass and concluding with a breakfast, a presentation and prayer.  Done once a semester.

·         Apostolic  Outreach – organize a Day of Service for parents once during the year

 

Specifics:

Rosary: A beautiful expression of Goal I, all are welcome on Wednesday mornings at 8:00 AM in the Villa Duchesne chapel or in the Front Bowl to offer the rosary to Mater for her motherly protection of our children and for all the faculty, staff, and religious of this community who play such a critical role in nurturing and teaching our children.

First Friday Eucharistic Adoration: is an integral part of the Sacred Heart life; a tradition that exemplifies Goals I & IV.  Therefore, it is fitting that this event engages the entire VDOH community: students, faculty, staff, parents and alumni. 

On these days the Eucharist will be exposed for adoration following the 8:15 AM Oak Hill Liturgy and Benediction until 3:00 PM in the Villa Duchesne chapel.

Bible Study: A 6 week study of a book of the bible among fellow parents. Dates for the 2022-2023 School year have not yet been scheduled. 

Parent Association Mission Committee

vdohmission@vdoh.org

General Duties:

Work directly with the Manager of Community Engagement on all matters

Set a general budget for the year – Do this is June or July in collaboration with the Treasurer and Manager of Community Engagement

Check-in with all class representatives prior to school starting.  Make sure that they understand what is expected of them and offer support in the year ahead.

Arrange a class representative meeting at the start of the school year.  Introduce Executive Committee Chairs and the School Leadership Team. 

Be a direct liaison between the Villa and the Oak Hill Principals and the Parents’ Association.  Arrange monthly meetings with the Principals. 

Execute food for Parent-Teacher Conferences for both Oak Hill and Villa in the fall and the spring

Execute the Christmas Fund letter.  Needs to be mailed right after Thanksgiving.  Coordinate with the Treasurer for arranging for handing out of the funds collected.

Organize a “Christmas Day” – get parent volunteers to help decorate the School for Christmas.  Help set up trees inside, help decorate outside, help stuff Christmas Fund envelopes to mail out.

Execute fun things for Teacher Appreciation Week in the spring for both Oak Hill and Villa

Coordinate with and support all other Committee Chairs

Work to organize speakers or set up discussion re: topical issues surrounding raising children, education, maintaining catholic identity and a deeper spiritual meaning.

Act as the liaison between VDOH and the Parents Network of Catholic Schools speaker series – communicate, help host at VDOH

Presidents of the Parents’ Association are invited to attend all Board of Trustee meetings as guests of the Board.