Parents
Mothers Club

Volunteer Job Descriptions

EXECUTIVE BOARD
Positions on the Executive Board serve for one-year terms unless otherwise indicated. 

President:  Sets the agenda and presides at all Mothers Club and General Board meetings, ex-officio member of all committees and a voting member of the Nominating Committee, is the Mothers Club representative to the MBA Board of Trust, serves as a liaison between the Mothers Club and the MBA administration, faculty and staff.  First serves as President-Elect, then President.  Two-year commitment.
 
President-Elect:  Assists the President in all Mothers Club activities, serves in her absence, and is nominated as President in the year following her term as President-Elect.  Serves as the chair of the Nominating Committee.  Two-year commitment. 
 
Communications Coordinator-Email: Sends notices to parent community via email communication.  Primary points of contact are the Mothers Club President, Class Mothers, and also event chairs for all events supported by the Mothers Club.  Serves on the Executive Board. 
 
Communications Coordinator-Website/Newsletter:  Assists in updating the MBA Mothers Club portion of the website and puts notices from the Mothers Club general board leadership in the weekly MBA newsletter and class pages.

Inclusion Coordinator: Helps to oversee and plan all Diversity and Inclusion initiatives and event efforts for the Mothers Club.  Serves on the Executive Board
 
Online Coordinator: Coordinates and manages all online sales for the Mothers Club.  Works closely with Treasurer and Treasuer-Elect.  Serves on the Executive Board. 
 
Recording Secretary:  Prepares, distributes and archives the minutes of all Executive and General Board meetings. Assists President with administration and technology: needs to be proficient in Power Point, Word, editing, and graphic design. 
 
Treasurer:  Collects and disburses all Mothers Club funds, oversees the preparation of and monitors the annual budget, presents financial reports to the Executive and General Boards, works with the MBA finance office and prepares the finances for fall and spring allocations to MBA.
 
Treasurer-Elect:   Assists the Treasurer in all duties and is nominated to serve as Treasurer in the year following her term as Treasurer-Elect. Serves as Spaghetti Supper Treasurer. Two-year commitment.
 
Class Mother Coordinator:  Works with the Nominating Committee to appoint Class Mothers and helps oversee and plan all activities of the Class Mothers throughout the year.  Serves on Nominating Committee.
 
Class Mother Coordinator/Step-Up:  Works with the Class Mother Coordinator to monitor the activities of the Class Mothers per class and oversees the annual fall class Luncheons per class.  Serves on Nominating Committee. Two-year commitment.
 
Reports Coordinator:  Requests and archives all committee reports and passes them along to the incoming President-Elect and incoming committee chairs. 
 
Volunteer Coordinator:  Prepares a sign-up form for distribution to the MBA community to solicit volunteers.  Distributes the list of volunteers that have signed-up to the committee chairs.  Monitors volunteer sign-up and works with President and President-Elect to assemble volunteer positions needed year to year.  Serves on Nominating Committee. Working knowledge of SignupGenius, Excel, and Google Drive is helpful and preferred. Initial training and a written Help Guide provided. 

 
GENERAL BOARD
Positions under the General Board are positions with one or more chairs.  Volunteers are needed to support most if not all of these committees.  The Volunteer Coordinator and her sign-up program for volunteers offer parents an opportunity to sign up to volunteer.   Volunteer sign-up at MBA begins in the spring and continues into the school year.  
 
Admission Liaisons:  Works with the MBA Admissions Office by assisting an MBA faculty member touring prospective students and parents. Tours are usually on Thursdays starting at 9:30am on an as-needed basis with each person assisting with one tour each month. 
Number of chairs:  4 volunteers needed annually. 
Time of service:  fall to early spring.
 
Admission Preview Day:  Works with the Admissions Office to host at event for new families interested in MBA. Event is held one afternoon in November. Number of chairs:  2 volunteers. Time of service:  fall
 
Art Show:  Coordinates MBA Art Show.  Recruits artists, plans the opening reception, and promotes the event to the community and MBA community.  The Show runs for two weeks.   Number of chairs:  3-4. Time of service: summer to fall.
 
Art Show Step-Ups: Will work with current Art Show chairs. Experience with computers and various software is helpful but not required. This is a 2-year commitment. Time Frame/Dates:  April through fall, including some responsibilities in the summer. 3 volunteers needed. 
 
August Diversity & Inclusion Breakfast: These chairs will work with MBA Administration and Diversity and Inclusion Committee to plan a welcoming and informative breakfast to present the diversity and inclusion initiatives at MBA. This committee will plan the menu and help with the agenda.
Number of Chairs: 2
Time Frame/Dates: summer to early fall

Big Red Store
:  Organizes and manages the MBA Big Red Store on campus, including all inventory and merchandising purchases.  Two-year commitment, first serving as a step-up.  Number of chairs needed:  2.  Time of service:  all year.
 
Big Red Store Step-up Chairs: Organizes and manages the MBA Big Red Store on campus, including all inventory and merchandising purchases. This position is a two year commitment. The first year is spent as the step-up assisting the current Big Red Store Chairs.
Number of Step-up Chairs: 4
Time Frame/Dates: This is a two-year commitment.

Blazers & More / Used Clothing Sale
: Coordinates the used clothing sale at MBA that supports the MBA Mothers Club. One of the chairs must help with the bookkeeping and another with helping to market the sale. The Blazers and More Sale takes in gently used boys clothing, including blazers, button-down shirts, collared shirts, khakis, athletic wear, and sets up sales for the MBA community to shop.
Number of Chairs: 4
Time Frame/Dates:  All year. There are three sales throughout the year.
 
Carnival:  Coordinates the Cakewalk and ice cream stand at the MBA Carnival.  Responsible for securing cakes and volunteers and monitoring the events at the Carnival.  Number of chairs:  2.  Time of service:  early fall.
 
Class Mothers:  Works with the Class Mother Coordinator and her Step-Up to plan and organize social class activities for the mothers and parents of the grade.  There are four class mothers per grade. Each class will have a Communications Coordinator who will be responsible for communication, helping with luncheon and events, and collecting event reports. She will also help coordinate events. Each class will have a Class Treasurer who will be responsible for managing the class bank account, including balancing the class checkbook, paying bills and expenses related to class events, helping the other class mothers to budget for events, and collecting money (both check and online payment processes) for paid class events. She will also help coordinate events.
 
College Admissions Diversity Panel Chairs: These chairs will work with MBA College Admissions and Diversity and Inclusion Committee to organize and host a panel discussion about the college admissions process for diverse students.
Number of Chairs: 2
Time Frame/Dates: late fall to winter

Community Events and Lecture Series Chair:  Coordinates with MBA administration and her own committee lectures and the Chef Event series at MBA.
 
Community Events and Lectures Series Committee:  Serves to support the Chair (on Executive Board) to coordinate lectures and the Chef Series events at MBA. Time of service: all year.
 
Diversity & Inclusion Celebration Chairs: These chairs will work with MBA Administration and the Diversity and Inclusion Committee to host a diversity end-of-year celebration in April. Members of the committee will plan a meal, organize senior gifts, and help to select a speaker.
Number of Chairs: 2
Time Frame/Dates: winter to spring

Endada Arts Festival: Works with the school to support the student run art and music festival at MBA. Endada takes place in April, and planning begins in the fall. 
Number of Chairs: 2-3
Time Frame/Dates: Late fall-spring
 
Exchange Family Support:  Assists the MBA Administration by linking incoming MBA exchange students with current MBA families to host.  Provides an event and activities to support the exchange students and families.  Number of chairs:  3.    Time of service:  all year.
 
Facilities Coordinator: Serves as liaison between all committee chairs and the MBA Maintenance Department to coordinate event needs and logistics throughout the year.
Number of Chairs: 1
Time Frame/Dates: throughout the entire year.
 
Faculty and Staff Appreciation / Birthday Bundtlets: Coordinate the pick up and delivery of the MBA Faculty Birthday Bundlet gift cards from Nothing Bundt Cakes on White Bridge Road. The gift cards are delivered monthly with a birthday card to the faculty members' mailboxes who are celebrating a birthday that month. The gift cards are given on behalf of the Mothers Club. Number of Chairs: 2
Time Frame/Dates: Once per month during the school year

Faculty/Staff Appreciation Luncheon:  Plans an annual luncheon to support the faculty.  Number of chairs: 2-3.  Time of service:  fall through early spring. 
 
Faculty Dinner/High School Parents Night: Plans and coordinates a meal for the faculty on High School Parents Night and hosts the High School parents during their "Study Hall" period. Clean up after the event. The time commitment is 5:30pm until the end of Parents Night.
Number of Chairs: Two Junior School parents
Time Frame/Dates: Early fall
 
Faculty Dinner/Junior School Parents Night: Plans and coordinates a meal for the faculty on Junior School Parents Night. Then host the Junior School parents during their "Study Hall" period. Clean up after the event. The time commitment is 5:30p until the end of Parents Night.
Number of Chairs: Two High School parents.
Time Frame/Dates: Early fall
 
Fall Coffee Kick-Off: Annual fall meeting that launches the Mothers Club year. The chairs work with the President to plan the meeting. This is a summer time commitment of May through August. Number of Chairs: 3 Time Frame/Dates:  Summer to early fall
 
Flower Coordinator:  Works with MBA Mothers Club event chairs and MBA administration to provide floral decorations as needed; coordinates the provision of flowers with their committee members. Number of chairs: 5.  Time of service:  all year.

Flower Coordinator's Committee: Volunteers create flower arrangements for MBA events throughout the year. Number of Committee Members: 9. Time Frame/Dates: Throughout the school year
 
Freshman Homecoming Dinner Chairs: Works with the MBA administration and Spaghetti Supper Decorations Committee to decorate the MBA Dining Hall for the 9th grade dinner before the Homecoming Dance. 
Number of Chairs: 4. Time Frame/Dates: Late summer and early fall. 
 
Fruit Sale Chairs: These chairs will work with the Mothers Club President to set a date for the week of the sale and a date for pickup. They will work with the grower to select the fruit and design the sales brochure. They are in charge of distributing the brochures to the advisories prior to the sale. Number of Chairs: 2. Time Frame/Dates: fall to winter. 
 
High School Commencement Reception Chairs:  Arranges reception for the graduates and their families.  Number of chairs:  2.   Time of service:  spring.
 
Holiday Decorations:  Decorates the campus after Thanksgiving for both Hanukkah and Christmas.  Number of chairs:  2.   Time of service:  late fall/December.
 
Holiday Gifts:  Responsible to purchase a gift card for each faculty/staff which will be presented to them at the MBA holiday party.  Mothers and Fathers Club share the expense.  Number of chairs:  1.
Time of service:  late fall/December.
 
Influential Teacher Reception:  Coordinates a reception for new students and their most influential teacher.  Number of chairs:  2.   Time of service:  early fall.
 
January Diversity & Inclusion Breakfast: These chairs will work with MBA Administration and Diversity and Inclusion Committee to plan an informative breakfast to present the diversity and inclusion initiatives at MBA. This committee will plan the menu and help with the agenda. Number of Chairs: 2. Time Frame/Dates: late fall to winter. 
 
Junior School Commencement Reception:  Arranges reception for 8th grade graduates and their families.  Typically two 7th grade parents.  Number of chairs:  2.  Time of service:  spring.
 
Junior School Representatives:  Works with the Junior School administration to plan a faculty appreciation luncheon, Grandparents’ Day, and Admissions Interview Day at MBA.  Must be two incoming 7th grade parents and two 8th grade parents.  Number of chairs: 4.  Time of service:  all year.
 
Library:  Coordinates the volunteers to work in the MBA library.  Number of chairs:  1.  Time of service:  all year.
 
Mothers Club Closet Coordinator:  Manages the upkeep, the usage, and the inventory for all MBA items stored at MBA for their use by various committees.  Number of chairs:  1.  Time of service:  all year.
 
Mothers Club Photographer: Works with Mothers Club event chairs to get photographs of all Mothers Club events to share with Social Media Coordinator and others needing pictures of events. 
 
Mothers Club Social Media Coordinator: Promotes Mothers Club events and information on Facebook, Instagram, and Twitter. Posts upcoming events, reminders, and pictures from Mothers Club events.

Mother/Son Spring Breakfast:  Coordinates a school-wide breakfast held every spring in the MBA gym.  Headmaster provides speaker and program.  Number of chairs:  2-3.  Time of service:  spring.
 
Music Receptions:  Plans receptions for all MBA music programs.  Number of chairs:  2. Time of service:  all year.
 
New Parent Coordinators: Works with the Junior School administration and MBA Admissions to provide all new families with helpful written information. Attends New Student and Parent Orientation and Dinner in August and reaches out to families with a phone call to insure a smooth transition to MBA. Number of Chairs Needed: 2 Junior School Parents, 1 High School Parent. Time Frame/Dates:  summer to fall. 
 
New Student and Parent Orientation and Dinner Coordinators: Works with Admissions Office to plan and host an August dinner for new families. Numbers of Chairs: 2. Time Frame/Dates: summer to early fall. 
 
Poinsettia Sales:  Coordinates and promotes the sale of poinsettias at MBA and works with 11th grade advisor to coordinate.  Funds raised benefit Junior/Senior Prom.  Junior parents are chairs.  Number of chairs:  4.  Time of service:  fall to December. 
 
Project Graduation:  Coordinates this annual graduation night event by recruiting committee members and planning a fun night for the graduates.  Senior parents only are the main chairs. 
Number of chairs:  2-3.  Time of service:  all year.

Project Graduation Step-up: Assists Project Graduation Chairs in planning and implementing the first activities during Project Graduation night. You do not need to stay for the entire night. These step-up chairs will be the Project Graduation Chairs the following year for their sons' Senior Class. This job is a 2 year commitment. Number of Step-up Chairs: 4 Junior Class mothers. Time Frame/Dates: All year.
 
Senior Mother/Son Luncheon:  Coordinates this annual spring event for senior class.  Junior class mothers are usually the chairs.  Number of chairs:  2.  Time of service:  spring.
 
Shopping Partners:  Manages and promotes the retail shopping programs to the MBA community.  Number of chairs:  2-3.  Time of service:  all year.
 
Spaghetti Supper Chairs:  Chairs this annual fall fundraiser for MBA, managing the committees and volunteers.  Number of chairs:  2.  Time of service:  spring through fall.

Sports Program Ad Sales: Sells advertising for the fall, winter and spring MBA Sports Programs. Coordinates the volunteers to distribute the MBA Sports Programs at home games. Number of Chairs: 4. Time Frame/Dates: spring to late winter. 

Student Art Show:  Coordinates the reception honoring student artists at MBA.  Number of chairs:  2. 
Time of service:  early spring.
 
Sunshine Committee: Corresponds with MBA families experiencing joys or sorrows by sending cards or other small, thoughtful gifts. Number of chairs:  4. Time of service:  all year.
 
Theater Receptions:  Plans opening night receptions for theater programs.  Number of chairs:  2.
Time of service:  all year.

Montgomery Bell Academy

4001 Harding Road
Nashville, TN 37205
(615) 298-5514