Co-op Jobs

If you have questions or feedback about any of the position descriptions, please send it to chair@seattlesprogressivepreschool.org

Chair
- Assistant Chair
  - Classroom Organizer
  - Project Coordinator
- Secretary

Board Positions

Chair

Board position, attends monthly board meetings
Organize and run Orientation
Assign non-Board co-op jobs before the start of school
Ensure the smooth running of school operations
Run Board meetings and oversee the Board
Prepare and distribute the agenda for Board meetings
Keep the school on track with administrative duties and deadlines
Create and manage any contractual agreements including Classroom Teachers’ contracts and facility leases
Monitor and manage parents in their co-op job positions
Meet regularly with the Parent Educator to address any issues and concerns of the Parent Educator and/or the Board
With the Treasurer, sign checks for payroll and expenses
With the Treasurer and Registrar, participate on the financial aid committee
With the Secretary, make any needed updates to the handbook and bylaws
With the Communications Coordinator, make any needed updates to the web site
Lead the hiring committee when a new Classroom Teacher is needed
Attend fall PAC Conference to meet and share ideas with Chairs from other co-ops.
Supervise and support Assistant Chair and all other board members

Secretary

Board position, attends monthly board meetings
Take minutes and attendance at all Board meetings
Track action items from Board meetings to closure
Send minutes to the Board for approval within a week after each board meeting
Once the Board has approved the minutes, share them with co-op members
Create and maintain the annual school calendar both online and in the classroom
Maintain OneDrive to store current year and archival school documents electronically and make sure that all families have access
Maintain class rosters
Maintain email lists through Google Groups
Manage @SPP email addresses as the Office365 admin
Check the postal mail on a weekly basis and distribute appropriately
Be the point person for the board’s communication with MLK/FAME
Attend fall PAC Conference to meet and share ideas with Secretaries from other co-ops.
Supervise and support the Communications Coordinator and Registrar
Reports to Chair

Treasurer

Board position, attends monthly board meetings
Report fundraising progress and plans at monthly Board meetings
Oversee SPP’s financial health
Maintain the school’s accounting records
File quarterly and annual tax reports
Manage payroll so that Classroom Teachers are paid on time
Create the school’s annual budget for the following school year in time to gain approval at the May Board meeting
Share budget report at monthly Board meetings
Pay expenses on time
Check the tuition payment box weekly and deposit tuition payments
Issue donation and tax receipts as needed
Track tuition payments
Provide notice to families when their tuition is not current and assess late fees as needed
Report tuition delinquencies to the Board
Monitor and report on the school’s cash flow
Reconcile bank account each month
Provide financial analysis  to support decisions regarding the financial and contractual matters of the organization
With the Chair, be responsible for signing any contractual agreements with financial ramifications
Together with the Registrar, manage the financial assistance program (the Co-chairs are the other members of the financial aid committee)
Follow guidelines in OPEP Treasurer’s Handbook
Attend fall PAC Conference to meet and share ideas with Treasurers from other co-ops.
Supervise outside bookkeeper
Supervise and support the Purchaser and Fundraising Coordinator
Reports to Chair

Class Representative (2)

Board position, attends monthly board meetings
One representative for Sprouts and one for Seedlings
Serve as liaison between Board and parents
Serve as liaison between the Classroom Teachers and parents
Provide updates to the Board about any classroom issues
Coordinate class communications
Facilitate monthly parent meetings
Prepare and distribute the agenda for monthly parent meetings
Communicate meeting dates and remind parents of approaching parent meetings
Keep attendance at parent meetings
Work with the Classroom Teachers to update and maintain classroom job lanyards
Ensure that working adults understand and are meeting their classroom responsibilities
With the Registrar, provide classroom orientation for new families joining the co-op
Provide snack for the first week of school to model for the rest of the class
Share information from the Board with the class on a regular basis via email or at parent meetings
Attend fall PAC Conference to meet and share ideas with Class Reps from other co-ops.
Supervise and Support the Scheduler, Field Trip Coordinator, and Family Support Coordinator for your class
Reports to Chair

Green Mission Coordinator

Board position, attends monthly board meetings
Keep the school on target with its green mission
Actively communicate and engage with families to support environmental efforts in the SPP community and the community at large
Collaborate with and support the Classroom Teachers in their efforts to implement green curriculum
Develop, improve, and implement best practices related to creating a green environment in the classroom and in the SPP community
Organize classroom guest speakers, field trips and parent education activities
Work with the Classroom Teachers and families to identify and develop service project ideas
Supervise and support the Assistant Green Mission Coordinator
Reports to Chair

Social Justice Mission Coordinator

Board position, attends monthly board meetings
Keep  the school on target with its social justice mission
Actively communicate and engage with families to support social justice efforts in the SPP community and the community at large
Review classroom library for social justice education and activist literature. Work with Classroom Teachers and Purchaser to fill any gaps.
Collaborate with and support the Classroom Teachers in their efforts to implement social justice curriculum
Develop, improve, and implement best practices related to creating an inclusive environment in the classroom and in the SPP community
Work with the Classroom Teachers and Parent Educator to nurture sharing of family cultures
Organize classroom guest speakers, field trips and parent education activities
Work with the Classroom Teachers and families to identify and develop service project ideas
With the Registrar and Communications Coordinator, help guide outreach and recruiting of classes that are racially, socio-economically, and otherwise diverse
Reports to Chair

PAC Representative

Board position, attends monthly board meetings
Attend the monthly PAC meeting to represent SPP
Share detailed notes from the PAC meeting with the SPP Board
Facilitate the exchange of best practices between the PAC and our school
Attend all SPP board meetings and report on PAC activities.
Solicit requests from the SPP Board regarding PAC activities and focus
Hold a position on the PAC council
Help coordinate and publicize the cooperative preschool system
Assist the PAC council in providing information of interest to co-op membership through special events and/or speakers
Assist the Treasurer in facilitating the PAC scholarship application. Be aware of deadline.
Create and distribute regular surveys of the membership and compile the results. The school performs one evaluation in late November and one in April.
Maintain job folder of records and pertinent information to pass along to the next PAC Representative to help them do this job
Lead the Slating Committee that recommends the slate of new board members at the May General Meeting.
Assist all other board positions as requested.
Attend fall PAC Conference.
Ideally, this position is held by a returning family
Reports to Chair

Safety Coordinator

Board position, attends monthly board meetings
Ideally this role is held by a person who regularly works in the classroom so that they have the opportunity to monitor safety practices and environmental safety on a regular basis.
Provide Safety Training at Orientation and to new families as they join throughout the year
Maintain an emergency file for each student
Maintain the school’s immunization records
Communicate known allergies and ensure compliance with Critical Allergy Policy
Monitor the school for compliance with the OPEP risk management manual
Be the liaison with the health department as needed
Arrange for CPR Training to be made available to all parents in August or September each year
Update and restock the 72 Hour Kit at the beginning of the school year (replace foods and waters) and throughout the school year if needed
Attend fall PAC Conference to meet and share ideas with Safety Coordinators from other co-ops.
Supervise and support the Assistant Safety Coordinator
Reports to Chair

Non-board Positions

Assistant Chair

Assist Chair as needed
Attend monthly Board meetings and step in to lead Board meeting if Chair cannot be present
Collect RM Manual Safety Checklist from Safety Coordinator quarterly, keep on file for three years.
Ensure compliance with record retention policy.
Learn the role of chair with the goal of stepping into that role
Meet regularly with the Classroom Teachers to address any issues and concerns of the Classroom Teachers and/or the Board
Supervise and support the Classroom Organizer, Project Coordinator, and Classroom Teachers
Reports to Chair

Assistant Fundraising Coordinator (1-3)

Organize and conduct the Fall and Spring Direct Ask campaigns.
Communicate goals and progress with the Board
Create and maintain a list of donors (and details about their donations)
Maintain SPP’s account with The Seattle Foundation so that we can participate in Give Big
Work with the Treasurer to keep records for each direct ask campaign
Work with the Communications Coordinator to create Facebook posts and well-formatted emails that can easily be sent to (and forwarded/shared by) past donors, alumni families, current families, and other potential donors.
Work with the Classroom Teachers to make sure that all donors get a thank you card decorated by our students.
Work with the Fundraising Coordinator and the Treasurer to establish subsequent year direct ask goals in the spring.
Other tasks as requested by the Fundraising Coordinator
Reports to Fundraising Coordinator

Assistant Green Mission Coordinator (1-2)

Work with the Green Mission Coordinator to keep the school on target with its green mission
Collaborate with and support the Classroom Teachers in their efforts to implement green curriculum
Work with the Classroom Teachers and families to identify and develop service project ideas
Identify educational opportunities within the classroom and work with Green Mission Coordinator and the Classroom Teachers to implement.
Review classroom library for environmental education and activist literature. Work with Classroom Teachers and Purchaser to fill any gaps.
Identify environmental issues and ways to reduce waste, increase reuse, and generally conserve materials and energy in the classroom. Come up with fun ways to educate teachers, families, and children on these.
Make suggestions to teachers about educational or artistic projects related to our environment and environmental justice.
Work with the Green Mission Coordinator on green mission projects.
Reports to Green Mission Coordinator

Assistant Safety Coordinator

Ideally this role is held by a person who regularly works in the classroom so that they have the opportunity to monitor safety practices and environmental safety on a regular basis.
Monitor the school for compliance with the OPEP risk management manual
Verify that Classroom Teachers and Substitute Teachers have current CPR certification
Coordinate fire drills with the Classroom Teachers once a month
Coordinate earthquake drills with the Classroom Teachers once a quarter
Coordinate lockdown drills with the Classroom Teachers once per year
Maintain the emergency backpack
Complete RM Manual Safety Checklist quarterly and file with Co-Chairs
Update and restock the classroom first aid kit at the beginning of the year and regularly throughout the school year
Assist the Safety Coordinator as requested
Reports to Safety Coordinator

Classroom Organizer

Make sure that each area of the classroom is well-organized on at least a weekly basis
Keep the classroom library well organized
Create and maintain labels so that everyone knows where to put things away
Work with the teachers on projects in the classroom as requested (examples include light cleaning, re-organizing areas of the classroom, etc.)
Change the children’s art regularly – old art is placed in their lockers to take home, new art is hung on the wall
Sort and put away toys in the miscellaneous bin at least weekly
Tidy and empty outdoor lockers regularly
Complete all Classroom Organizer work in a way that does not disrupt classes
Organize beginning of year classroom setup, end of year classroom cleanup, and monthly/bi-monthly cleans throughout the year
Reports to Assistant Chair

Communications Coordinator

Promote SPP’s visibility in the community via the website and social media
Update the web site as needed
Work with the Registrar on promotional materials
Work with the Fundraising Coordinator to publicize fundraising efforts
Collect contributions from Classroom Teachers, Board, and community members to create a quarterly newsletter and distribute it to the SPP community
Manage school Facebook account
Define and oversee social media strategy
Manage a photo sharing website for each class
Reports to Secretary

Family Support Coordinator (2)

Over the summer, coordinate one or more events/playdates/playground meetups to help the incoming class get to know each other.
Plan back to school and end of year potlucks, a holiday party, and other adult or family social events during the year.
Coordinate the SPP community to provide support for SPP families during times of need or celebration
Foster community and connection within each class with support from the Class Rep
Encourage families to organize before or after school playdates and childcare swapping
Organize as needed teacher gifts, new baby or family support meal trains
Coordinate holiday and end of year Teacher gift
Organize end of year Parent Educator thank you gift
Coordinate a gesture on behalf of the students for teacher appreciation day in May (i.e., every student brings a homemade card or a flower on TA day)
Reports to Class Rep

Field Trip and Family Support Coordinators (2)

One position for Sprouts, one for Seedlings
Work with Classroom Teachers and families to generate field trip ideas
Create a schedule for field trips throughout the year
Obtain volunteers to lead any field trips that you are not planning to lead
Plan and execute field trips (or supervise the planning and execution if another family has volunteered to take lead) with attention to logistics such as transportation, financial needs, and extra working adult support
Communicate (or oversee communication) with families about logistics and details for each field trip, ensuring that families have adequate notice
Supervise the lead family and provide assistance as necessary
Work with the treasurer to obtain approval for field trip budgets and payments or expense reimbursements
Over the summer, coordinate one or more events/playdates/playground meetups to help the incoming class get to know each other
Plan back to school and end of year potlucks, a holiday party, and other adult or family social events during the year
Coordinate the SPP community to provide support for SPP families during times of need or celebration
Foster community and connection within each class with support from the Class Rep
Encourage families to organize before or after school playdates and childcare swappingCoordinate holiday and end of year Teacher gift
Organize end of year Parent Educator thank you gift
Coordinate a gesture on behalf of the students for teacher appreciation day in May (i.e., every student brings a homemade card or a flower on TA day)
Coordinate a small in class birthday celebration for the teacher
Reports to Class Rep

Fundraising Coordinator

Work with the Treasurer to establish fundraising targets for the year
Organize and lead fundraising activities for the school, including Chinook Book sale, annual “school yard” sale, and others
Share fundraising progress and plans with Treasurer in advance of monthly Board meetings
If possible, secure grants for the school
Obtain approval from the Board on which fundraisers the school will participate in throughout the year
Meet any legal requirements around fundraising records
Write and send thank you letters after fundraising events
Attend fall PAC Conference to meet and share ideas with Fundraising Coordinators from other co-ops.
As needed, recruit families to assist with fundraising activities
Supervise and support the Assistant Fundraiser(s)
Reports to Treasurer

Laundry

Collect, launder, and return the cleaning rags, safety pinnies, and other laundry on a weekly basis
Reports to Safety Coordinator

Maintenance

On a monthly basis, check activity areas for toys and furniture in need of repairs
Repair and/or mend items and furniture in the classroom as needed
Assemble, install, or build things as needed
Create and/or maintain a system for working adults and Classroom Teachers to easily alert the family filling this role to work that needs to be done
Reports to Safety Coordinator

Project Coordinator

Assist Classroom Teachers by preparing requested in-classroom activities and materials for all classes
With the Classroom Teachers, create classroom documentation and end-of-the-year memory books
This position should be filled by a person who is usually responsible for pickup/dropoff of their student since materials will regularly need to picked up from/delivered to the classroom.
Reports to Assistant Chair

Purchaser

Monitor stock of basic supplies (bleach, paper towels, diapering supplies, etc.) and purchase when necessary
Purchase special classroom and curriculum items when requested to do so by Classroom Teachers
Purchase safety supplies as requested by the Safety Coordinator
Work out a budget with the Treasurer and stay within it
Keep detailed receipts and submit them to the Treasurer for reimbursements that will be paid 1-2 times per month
Acquire items and supplies in ways that are financially prudent and conscientious of SPP’s social justice and green missions
Reports to Treasurer

Registrar

Oversee the recruitment and enrollment of all families, new and returning
Remain in communication with new families until they feel established as members of the community
Manage the registrar@seattlesprogressivepreschool.org email inbox for correspondence with prospective and incoming families.
Manage SPP’s telephone voice mail
Coordinate with the Board to update Orientation packets over the summer
Distribute Orientation packets to all families each August
Collect required forms at orientation and distribute them to the appropriate parties
Follow up with families to make sure that we have 100% compliance in turning in signed forms (including families who join mid-year)
Work with the Treasurer to make sure we have received application fees and deposits from incoming families
Spearhead general outreach and advertising (in consultation with the Board)
With  the Social Justice Mission Coordinator and Communications Coordinator, help guide outreach and recruiting of classes that are racially, socio-economically, and otherwise diverse
Maintain, print, and distribute SPP promotional materials
Maintain the application form, including the financial aid applicationPlan, participate in, and coordinate volunteers for preschool fairs
Plan, participate in, and coordinate volunteers for open houses
Coordinate class tours
Together with the Treasurer and the Chair, manage the financial assistance program.
With the Class Reps, provide classroom orientation for new families joining the co-op
Maintain list of people who wish to be notified when preschool fairs/open houses are scheduled
Maintain enrollment wait lists if necessary
Reports to Secretary

Scheduler (2)

One scheduler for Sprouts, one for Seedlings
The Seedlings Scheduler will handle schedules for both Seedlings and Saplings
Gather information from families regarding work availability
Create the monthly working adult calendar, making sure that enough working adults plus one on-call person are scheduled for each class day.
Distribute the monthly working adult calendar electronically at least 2 weeks before the start of each month.
Post the working adult calendar in the classroom
Create the monthly snack calendar
Distribute the monthly snack calendar electronically at least 2 weeks before the start of each month
Post the snack calendar in the classroom
Reports to Class Rep