Board of Directors Job Descriptions

Little Wonders is operated by this volunteer group of parents serving on the Board of Directors.  All Board jobs have no monetary commitment and Board members are waived from participating in the annual school wash requirement.  Board Members jobs are re-assigned each year and new members must be available to start on May 1.

President

Positions: 1

Timeline: Must be available to start May 1. Steady work throughout the year.

Skills: Must be well organized, detail-oriented, and have good communication, facilitation, and leadership skills. Must have regular access to a computer with internet access. Needs to be available for 1-2 meetings per month (includes the monthly Board meeting).

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: The Board President promotes and protects the interests of the school in all endeavors. He/she presides over monthly Board meetings and solicits input from Board members to prepare pre-reading materials and meeting agendas in advance of each Board meeting. He/she acts as the spokesperson for the Board of Little Wonders and provides ongoing support to participating parents, other Board members, and the Director as needs arise. He/she creates and chairs new committees as needed and fills in when a Board member is unable to fulfill his or her job. He/she conducts the Mid-Year Board Survey and Director Evaluation, oversees the nomination and presentation of the Honorary Service Award in the Spring, and is a member of the Board recruitment selection committee. He/she also prepares and ensures that teacher contracts are signed for the upcoming school year, represents Little Wonders at fundraising and community events, and coordinates teacher gifts from the Board at holiday time and at the end of the year. Attend 1-2 meetings per month (includes the monthly Board meeting).


VP Registrar

Positions: 1

Timeline:  Must be available to start May 1. Work peaks in Summer and Spring; steady throughout the year.

Skills: Must be well organized, detail-oriented, strong in data management, Microsoft Excel and Google Docs, and have strong written communication skills. Must have regular access to a computer with internet access. Needs to be available for monthly Board meeting.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: Responsible for all aspects of registration including class assignments, tuition calculation (taking into account awarded scholarships and prorated tuition), class lists compilation and distribution, email confirmations and orientation materials/forms to registrants, etc. Provide email responses to all registration questions, and/or assist in getting correct response from others by forwarding emails to and coordinating with Preview Coordinator, Director, Jobs Chair, etc. Ensure all families have paid their registration fee prior to being assigned a class. After the spring pre-registration process is complete, add families to the program on a first come, first served basis throughout the summer/school year. Maintain waitlists of families interested in classes that are at capacity. Process families withdrawing from the school, including requesting refunds when warranted. Ensure registration information remains current, including online registration forms, website information and current registrant information inside the Registration System. Support preparation for the pre-registration in the spring for the upcoming summer and school year in conjunction with training the incoming Registrar. Define and oversee job tasks for Registrar's Assistants, including hosting an introductory meeting for the team. Attend monthly Board meeting.


VP Liaison

Positions: 1

Timeline: Must be available to start May 1. Workload is even throughout the year.

Skills: Must have strong written communication skills, technologically-savvy, and well organized. Must have regular access to a computer with internet access. Needs to be available for monthly Board meeting.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: Primary responsibility is collecting school announcement information and distributing announcements weekly to the LW community. The VP Liaison also works with both VP Liaison Assistants with the management of the Class Liaison/Photographers and the Community Outreach with Family Connections and LifeMoves (formerly Shelter Network), and supports their associated responsibilities as needed. Oversees Placemat Chair and offers help and support whenever needed. Attend monthly Board meeting. 


Positions: 1

Timeline: Must be available to start May 1. Steady work throughout the year and busiest the few weeks leading up to each event.

Skills: Must be well organized, detail-orientated and have good interpersonal and communication skills. Must have regular access to a computer with internet access. Needs to be available for monthly Board meeting, and as needed for committee meetings.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: The Events Chair role includes overseeing the planning activities of the Chairs/Co-Chairs and committees for each event, including the All School Meeting, Halloween Party, and School Picnic. This person should be comfortable presenting each event concept to event Chair/Co-Chair and helping him/her to understand the scope, timeline and budget for the event. The Events Chair will be consulted throughout the planning process of each event and this person should have good problem-solving skills and the ability to brainstorm on ways to maximize the budget for each event. The Events Chair also helps with the marketing for each event through weekly announcements, articles in Wonder Words and on the Little Wonders website. Events Chairs oversees the Events Assistant and assists him/her when needed. Attend monthly Board meeting, and as needed for committee meetings.

Events Chair


Positions: 1

Timeline: Must be available to start May 1. Workload is heaviest September and October and March and April and then evenly throughout the year.

Skills: Must be well organized, detail-oriented, and have good communication, facilitation, and leadership skills. Must have regular access to a computer with internet. Needs to be available for monthly Board meeting, and as needed for committee meetings.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: The Development Chair is responsible for school fundraising initiatives, which supplement tuition to cover operating costs. Should provide a variety of fundraising opportunities, so that every family can support the school financially. Responsible for coordinating and leading various fundraising opportunities, with the support of a committee. Fundraising opportunities could include “pay-to-play” items, auction items, raffles and Fund-a-Need items, available at existing school events throughout the year (All-School Meeting, Halloween Party, and School Picnic). Oversee the Photography Manager to support Fall and Spring portrait sessions, as well as class picture sales. Ensures that passive income streams (e.g. eScrip, eShopedia) are advertised and properly managed. Provides support as needed/requested for the handprint keepsakes fundraisers (managed by the Director). With the President, Director and/or Treasurer identifies need for additional fundraising efforts (e.g. Annual giving, grants, corporate matching, alumni campaigns, etc.) and manages and supports them accordingly, with additional team members as needed. Work with Director to provide thank you/acknowledgement letters to any donors. Attend 1-2 meetings per month (includes the monthly Board meeting).

Development Chair


Positions: 1

Timeline: Must be available to start May 1. Heaviest in Summer and through mid-September.

Skills: Must be well organized, detail-oriented, and have good interpersonal and communication skills (email and verbal). Needs to be proficient in Microsoft Word & Excel, and must have regular access to a computer with internet access. Need to be available for monthly Board meetings.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: The Jobs Chair is responsible for assigning and tracking all jobs (excluding Board of Director positions) necessary for the school to run as a cooperative effort. This role includes coordinating with the Director in assigning the Pre-Registration jobs prior to the registration process held in the spring for the coming school year. Jobs Chair generates a monthly Jobs Report for the Board meetings, to communicate the status of filled and available jobs, and provides Board Members with their committee lists as needed, outside of the Jobs Report publication. Jobs Chair provides an email notification of job assignment to each registered family, and will respond to questions as needed in the job placement or job change process throughout the year. Jobs Chair is responsible for maintaining and updating the Job Description Handbook (Formatted Word Document) annually in preparation for the coming year’s registration process, and may make updates as needed throughout the year with the concurrence of the Director and affected Board members. Jobs Chair coordinates the solicitation of the Job Completion and Feedback Forms, through the Board members, throughout the year. Jobs Chair oversees the Jobs Assistant in coordinating and scheduling the Play Dough makers, Towel Washers, and PJ Party Hosts. Note that PJ Party dates are set by the Director and staff. Jobs Chair is responsible for assigning (with Director approval) and tracking the payment of Full Job Buyouts throughout the year. Attend monthly Board meeting.

Jobs Chair


Positions: 1

Timeline: Must be available to start May 1. Steady work throughout the year. Depending on how the Publicity committees are staffed, time is heaviest in July through October in preparing for the first newsletter, managing the production of the orientation folder, and ensuring that each of the committee chairs is ready for their responsibilities.

Skills: Strong interpersonal communications and organizational skills. A self-starter who is able to manage and coordinate multiple work streams. Must be proficient in written communications and have regular access to internet. Knowledge and oversight of local community activities/events a plus. Needs to be available for 1-2 meetings per month (includes the monthly Board meeting).

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities:

  1. Work with the blog writers, a parent education resource with posts one to two times per month. Support the writers and work with Director, Board Members and LW staff to ensure content is submitted on time. Edit and post blogs to LW website.
  2. Along with Publicity Chair Assistant, write, develop and arrange external advertisements in other publications, including placement and payment of ads, text, bulletins and creative development of advertisements.
  3. With the Preview Committee, coordinate and staff LW’s participation in Preschool Nights organized by mothers’ clubs and other organizations. Coordinate and staff the LW Preview Sessions.
  4. Attend local functions and events to promote community awareness of school, when needed.
  5. With the Publicity Chair Assistant and/or Desktop Publisher, produce brochures, flyers, handouts, etc., as needed to promote the school both internally and externally. (The current brochure is expected to have a multi-year shelf life.)
  6. Manage the revision and printing of the orientation folder materials.
  7. Attend and help run committee meetings within the Publicity domain as necessary.
  8. Support Publicity committee chairs and members as necessary, including serving as a liaison with the Board and the Staff.
  9. Attend 1-2 meetings per month (includes the monthly Board meeting).

Publicity Chair


Positions: 1

Timeline: Must be available to start May 1. Steady work throughout the year.

Skills: Must be well organized, and a strong project manager able to motivate people. Must have regular access to a computer with internet access. Needs to be available for 1 meeting per month and to attend half of the school washes (the Facilities Assistant will attend the other half).

Monetary Commitment: None required.

Responsibilities:

  • Coordinate School Washes: Ensure parent participation for each monthly Saturday school wash (1st Saturday of the Month) including sending out reminders (evite and school announcements), keeping records of attendance of school wash, scheduling make-ups and arranging for school wash buyouts for non-attendance. Attend and oversee at least half of the school washes per year. Delegate the other half of the school wash clean-ups to Facilities Assistant.
  • Oversee Facilities Team: Meet with entire Facilities Team before school year begins to allocate job duties and stuff orientation folders. Assist the school Director and teachers to set up the classrooms and chairs for class orientations. Delegate maintaining cleaning supplies and equipment at the school. Oversee facilities team responsibilities including updating bulletin boards, gardening, costume and apron maintenance, and school maintenance work projects. Be available during some school breaks to oversee quarterly cleaning of carpet and linoleum and delegating to members of committee to clear furniture and replace when done.
  • Maintenance of School: Establish and enforce a maintenance policy that will act as a guideline for the school board, staff and parents of Little Wonders. Update list of projects and repairs needed at the school and communicate with director with timelines for these projects and repairs. Work with the “wish list” of the director and teachers and discuss priorities with director.
  • Board Commitments: Attend monthly board meetings. As maintenance/projects chairperson, you will work closely with the school director, Jobs Chairperson, VP Liaison, Treasurer and VP Registrar. Support and aid, staff, other board members, committee chairpersons and committees of Little Wonders with overlapping responsibilities.

Facilities Chair


Positions: 1

Timeline: Must be available to start May 1. Steady work throughout the year.

Skills: Must be well organized, detail-oriented, and a strong self-starter who is comfortable with limited oversight. Good interpersonal skills a plus. Must have regular access to a computer with internet access. Needs to be available for two evening meetings per month: one each for Little Wonders Board and the Council.

Monetary Commitment: None required, but Council responsibilities include participating in providing refreshments, potluck-style, in at least two events and one meeting. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: Council Representative serves as Little Wonders’ liaison to the San Mateo Council of Parent Participation Nursery Schools, a non-profit association that represents a number of co-op preschools in San Mateo County. In this role, the Rep is responsible for facilitating communication between the Council, the LW Director and the LW Board as necessary. The Council Rep is a voting member of the Council, and is expected to participate on the Council and at Council events as needed. In addition, the Council Rep holds a job as a member of the Council. Possible jobs include: planning a Council event, serving as the delegate to the Northern Area Board Council or another officer position, managing Council advertising, etc. This Council job changes every two years; please inquire with the current San Mateo Council Rep or Director for more information. Attend two evening meetings per month: one each for Little Wonders Board and the Council.

San Mateo Council Representative


Positions: 1

Timeline: Must be available to start May 1. Steady work throughout the year.

Skills: Must be familiar with Quickbooks & accounting principles. Must have access to a printer and have internet access. Must be proficient with Microsoft excel. Must be detail oriented and organized. Needs to be available for monthly Board meeting.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: Work closely with the Director, President, Registrar, Treasurer Assistants, Invoice Coordinator and Mail Assistants to manage the financial stewardship of the school. Report the school’s financial status to the Board. Prepare and present information such as retirement plan contribution recommendations and teacher payroll increases and bonuses. Responsible for tracking and recording all payments due (tuition, reg fees, buyouts, keepsakes, etc.), including keeping reg fee and tuition payment information up to date in the registration system and keeping other payments information up to date on invoice tracking spreadsheets as required. Close books for fiscal year end May 31st including recognizing deferred revenue and other necessary journal entries. Check the Treasurer’s mailbox and check lock box at school on a weekly basis, process expense reimbursement requests, pay all school expense bills including Mireille’s credit card, rent, and health insurance, record all checks in shared check record (and notify Invoice Coordinator) and others as needed regarding check payments made (Tuition, Full/Partial Job Buyouts, School Wash Buyouts, etc) and record all financial transactions in QuickBooks. Ensures deposits are made and credit card payments are processed in a timely manner. Coordinate with VP Liaison regarding donations made by Little Wonders during the school year and ensure funds are reimbursed by WonderWorks before closing the school year. Reconciles all monthly bank accounts to QuickBooks and back up QuickBooks on a monthly basis. Manages Little Wonders CD accounts – check rates when expiring and ensure money rolls over with the best rate/maturity. Manage budget process, which involves preparing summary budget and attend the All School Meeting to present the budget, working with the Board and Director to develop the budget, and obtaining Board approval. Attend monthly Board meeting. Oversee Wonderwork Fund.

Treasurer


Positions: 1

Timeline: Must be available to start May 1. Work peaks in Winter and Spring.

Skills: Must be well organized, detail-oriented, proficient with excel and google docs, and have good communication skills. Needs to be available for 1 meeting per month most of the year (Board meeting), and 2 a month during the board selection process. Must have regular access to a computer with internet access.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: Take minutes at monthly Board meetings and distribute draft within two weeks after Board Meeting for review and comment by Board Members. Keep a list of all motions passed during the Board year to pass along to successor. Responsible for the collection, review and tracking of the emergency, vaccine and TB forms for all registered families, in conjunction with the Secretary Assistant and the Records Team. Organize and promote the Board selection process for the following year's Board. Coordinate Year-End School Survey and other surveys as needed. Update by-laws as needed and provide Webmaster with a revised copy of the by-laws to post in the event of by-law change. Provide President and Director with updated Board meeting schedule and Board contacts at the beginning of the Board year and throughout the year as necessary to keep information up to date. Define and oversee job tasks for Secretary Assistant and Records Team, including hosting an introductory meeting for the team.

Secretary


Positions: 1

Timeline: Must be available to start May 1. Work peaks in Summer and Spring.

Skills: Must be well-organized, detail-oriented, and technologically savvy (i.e., has knowledge of HTML or equivalent website development software). Must be available for calls with team as needed on technology topics throughout the month (usually ~1x/ month), as well as monthly Board meeting. Must have regular access to a computer with Internet access.

Monetary Commitment: None required. (Job benefit is that the annual school wash requirement is waived for Board members.)

Responsibilities: Manage team responsible for Little Wonders social media, website, registration system and form submittal system (Formstack), communications (e.g. evites for events), and the school’s computers etc. Act as primary contact for web and email hosting. Make decisions and recommendations as needed regarding technology at the school. Assign email addresses/email forwarding to director, teachers and board. Assist and troubleshoot as needed. Work in partnership with all Board Members on issues that involve technology. Attend monthly Board meeting.

Technology Chair