Get Involved: PTO Board & Coordinator Roles
Valley Ranch Elementary PTO is run entirely by volunteers like you. Every role on this page is an opportunity to make a real difference for our students, our teachers, and our school community — no experience required, just a willingness to show up and help.
New volunteers are always welcome. Any available openings are announced at the start of each school year and filled throughout the year as needs arise. Elections for executive board positions occur each spring. If you see a role that interests you, reach out — we'd love to talk.
📧 Interested in a role? Contact us at valleyranchpto@gmail.com
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Executive Board · Development Committee · Events Committee · Hospitality & Support · Communications · Programs & Services
Executive Board
Executive Board Officers are elected by PTO members each spring at the Annual Meeting and serve a one-year term beginning July 1. They hold primary governance and financial authority for the PTO.
🏛️ President
What this role is: The President leads the PTO. They set the direction for the year, preside over all meetings, and serve as the primary connection between the PTO and school administration. They support every other board member and coordinator in doing their best work.
What you'll do:
- Lead monthly board meetings and general membership meetings
- Represent the PTO with school administration, CISD, and the broader community
- Guide the annual planning process and budget priorities with the Executive Board
- Support coordinators and committees across all PTO functions
- Serve as the public face of the PTO at school events and communications
What we're looking for: Someone comfortable leading a room, managing relationships across a volunteer organization, and making decisions with the school community's best interest at heart. Prior PTO experience is helpful but not required.
Time commitment: High — this is the most demanding board role. Plan for regular meetings, ongoing communication, and year-round engagement.
🤝 Vice President
What this role is: The Vice President is the President's right hand and backup. They lead the PTO's major fundraising and event work, help cultivate community partnerships, and step fully into the President's role when needed.
What you'll do:
- Support the President across all leadership and operational responsibilities
- Oversee major fundraising initiatives and event planning
- Lead volunteer engagement and help build a strong coordinator team
- Cultivate relationships with school families, staff, and community partners
- Assume full presidential duties in the President's absence
What we're looking for: Someone organized, collaborative, and energized by the big picture of what a PTO can do. Strong relationship skills and experience with event planning or community organizing are a plus.
Time commitment: High. Active year-round across fundraising, events, and leadership support.
📋 Secretary
What this role is: The Secretary is the PTO's institutional memory. They keep our records accurate, our communications organized, and our governance on track. If you love systems, documentation, and making sure nothing falls through the cracks — this role is for you.
What you'll do:
- Record and distribute accurate minutes for all board and general membership meetings
- Maintain the official PTO bylaws, membership records, and governance documents
- Manage the conflict of interest disclosure log and annual attestation records
- Distribute agendas and meeting materials to board members ahead of each meeting
- Ensure records are stored securely and retained according to policy
What we're looking for: Detail-oriented, organized, and reliable. Comfortable with digital tools for document management and communication.
Time commitment: Medium-high. Active around every meeting cycle; ongoing records management throughout the year.
💰 Treasurer
What this role is: The Treasurer manages every dollar that flows through the PTO — in and out. They keep our finances accurate, our reporting current, and our tax status in good order. This is one of the most important roles in the organization.
What you'll do:
- Manage all PTO bank accounts, deposits, and financial transactions
- Prepare and present monthly financial reports at board and membership meetings
- Lead the annual budget process with the Executive Board
- Process reimbursement requests and ensure timely, documented disbursements
- Maintain the PTO's EIN and Texas sales tax exemption certificate
- File required tax forms, including IRS Form 990
What we're looking for: Someone with a head for numbers, attention to detail, and comfort with financial management. Bookkeeping, accounting, or nonprofit finance experience is a plus — but a strong commitment to accuracy and transparency matters most.
Time commitment: High. Ongoing financial management throughout the year with major pushes around budget season, annual reporting, and the spring financial review.
💼 Assistant Treasurer
What this role is: The Assistant Treasurer supports the Treasurer with day-to-day bookkeeping and serves as a backup signatory on all PTO financial transactions. They step fully into the Treasurer role when needed, making this a critical continuity position.
What you'll do:
- Support the Treasurer with bookkeeping, account reconciliation, and reporting
- Co-sign checks and provide dual authorization for disbursements
- Step into the Treasurer role during absences or in the event of a vacancy
- Assist with the annual financial review and budget process
What we're looking for: Organized, trustworthy, and comfortable working with financial records. A great role for someone interested in PTO leadership who wants to build experience before taking on the Treasurer role.
Time commitment: Medium. Regular collaboration with the Treasurer; increases during busy financial periods.
⚖️ Parliamentarian
What this role is: The Parliamentarian keeps the PTO running fairly and by the book. They advise on governance questions, oversee the elections process, mediate disputes, and ensure meetings are orderly and inclusive. They're the guardian of the bylaws.
What you'll do:
- Advise the board on questions of governance, procedure, and bylaw interpretation
- Oversee the annual nominations and elections process each spring
- Serve as a neutral facilitator in disputes involving board members
- Ensure meetings follow accepted parliamentary procedure
- Lead or coordinate the bylaws review process (required at least every three years)
- Assess candidate eligibility for board elections
What we're looking for: Someone fair-minded, thoughtful, and comfortable navigating sensitive situations with neutrality. Familiarity with Robert's Rules or basic parliamentary procedure is helpful. Detail-oriented and good at keeping a room on track.
Time commitment: Medium. Active year-round on governance questions; most intensive during elections season in the spring.
Coordinators
Coordinators are appointed by the Executive Board and serve a one-year term. They lead specific programs, committees, and functions that make the PTO's day-to-day work happen. Coordinators are full voting members of the PTO Board on general matters.
All active PTO members are eligible to serve as a Coordinator. If you're interested in a specific role, you can self-nominate during announced position openings at the start of the school year.
📈 Development Committee
Responsible for advancing the PTO's resources and sustaining member engagement.
Fundraising Coordinator
What this role is: The Fundraising Coordinator plans and runs the PTO's fundraising campaigns — the engine that funds everything from classroom enrichment to school events. If you like logistics, community engagement, and seeing a big goal come together, this is your role.
What you'll do:
- Plan, organize, and execute PTO fundraising campaigns and events
- Set fundraising targets with the Treasurer and track progress against goals
- Recruit and coordinate fundraising volunteers
- Manage vendor relationships for fundraising programs
- Provide post-event reconciliation to the Treasurer
What we're looking for: Creative, organized, and energetic. Experience with sales, event coordination, or community organizing is a plus.
Time commitment: Medium-high. Active around major fundraiser windows with planning and follow-up throughout the year.
Community Partner Coordinator
What this role is: The Community Partner Coordinator builds and manages the PTO's relationships with local businesses and community sponsors. They're the connection between Valley Ranch Elementary and the businesses that want to support it.
What you'll do:
- Identify, cultivate, and secure local business and community sponsorships
- Manage the PTO's annual sponsorship program and recognition fulfillment
- Maintain records of all sponsorship agreements and in-kind contributions
- Ensure all contributions meet the PTO's gifts and donations standards
- Work with the Treasurer to document and deposit monetary contributions
What we're looking for: Confident communicator with strong relationship skills. Sales, marketing, or community outreach background is helpful.
Time commitment: Medium. Most active in the fall during sponsorship outreach; ongoing relationship management throughout the year.
Membership Coordinator
What this role is: The Membership Coordinator is the PTO's welcome wagon. They drive membership registration, maintain accurate records, and help ensure every family at Valley Ranch feels like they have a place in the PTO community.
What you'll do:
- Promote PTO membership registration at the start of each school year and throughout
- Maintain accurate membership enrollment records with the Secretary
- Engage new and returning families to increase participation
- Ensure registration is accessible in digital and paper formats, with language support for non-English-speaking families
- Report membership numbers to the Executive Board throughout the year
What we're looking for: Friendly, organized, and passionate about making every family feel included. Multilingual skills are a great bonus.
Time commitment: Medium. Most active at the start of the school year during registration push; lighter ongoing engagement throughout.
🎉 Events Committee
Plans and manages community-building events that promote school spirit and family engagement.
Events Coordinator (two positions)
What this role is: Events Coordinators are the logistics engine behind every PTO event — from spirit nights and movie nights to holiday parties and end-of-year celebrations. Working as a pair, they share the event calendar and make sure every event runs smoothly.
What you'll do:
- Plan and execute PTO-sponsored community events throughout the school year
- Recruit and coordinate event volunteers
- Work with the Treasurer to develop and manage event budgets
- Coordinate with vendors, venues, and school administration on logistics
- Collaborate with Communications coordinators on event promotion
What we're looking for: Organized, detail-oriented, and energized by a good event. Experience with event planning, project management, or volunteer coordination is a plus. Works best as a collaborative pair.
Time commitment: High during event season; moderate between events. Year-round commitment.
Field Day Coordinator
What this role is: The Field Day Coordinator is the PTO's lead partner for one of the most anticipated days of the school year. They work hand-in-hand with the PE teacher and school staff to make Field Day a safe, fun, and memorable experience for every student.
What you'll do:
- Serve as the PTO liaison to the PE teacher and school staff for Field Day planning
- Recruit and manage a large team of volunteers on Field Day
- Coordinate equipment, supplies, and refreshments within the approved budget
- Communicate Field Day details and volunteer sign-ups to school families
What we're looking for: Energetic, organized, and comfortable wrangling a big crowd of kids and volunteers. A love of outdoor fun doesn't hurt.
Time commitment: Moderate overall, with a significant push in the spring leading up to Field Day.
💛 Hospitality & Support Committee
Fosters a welcoming environment for staff, families, and students through appreciation and support.
Hospitality Coordinator (two positions)
What this role is: Hospitality Coordinators are the PTO's culture-builders — the people who make sure teachers and staff feel seen, appreciated, and celebrated throughout the year. From Teacher Appreciation Week to holiday treats, they bring the warmth.
What you'll do:
- Plan and execute staff appreciation activities and events throughout the year
- Coordinate Teacher Appreciation Week and other school-wide appreciation campaigns
- Recruit volunteers and coordinate family donations for appreciation activities
- Organize hospitality for board meetings and PTO-hosted gatherings
What we're looking for: Warm, creative, and detail-oriented. Someone who genuinely loves finding ways to say thank you — and knows how to make it feel personal.
Time commitment: Medium, with significant pushes around Teacher Appreciation Week and major school milestones.
Room Parent Coordinator
What this role is: The Room Parent Coordinator recruits, trains, and supports the Room Parents who serve every classroom at Valley Ranch. They're the connector between the PTO and every family in every classroom — making sure no classroom is left without support.
What you'll do:
- Recruit and onboard one or two Room Parents for each classroom at the start of the year
- Serve as the primary contact and resource for all Room Parents throughout the year
- Connect Room Parents with relevant coordinators for events and appreciation activities
- Ensure Room Parents understand classroom budgets, the reimbursement process, and PTO expectations
What we're looking for: Organized, communicative, and comfortable managing a large group of volunteers. Strong people skills and patience are essential.
Time commitment: Medium-high. Most intensive at the start of the school year; ongoing support and communication throughout.
📣 Communications Committee
Ensures clear, engaging, and consistent communication between the PTO and the school community.
Digital Coordinator (Social Media & Website)
What this role is: The Digital Coordinator manages the PTO's online presence — from the website to social media accounts. They are the primary administrator of all PTO digital assets and the voice of the PTO in digital spaces.
What you'll do:
- Manage and update the PTO website with current information and resources
- Administer PTO-affiliated social media accounts and post approved content
- Maintain the inventory of all PTO digital accounts and access credentials
- Ensure all content follows the PTO Social Media Policy
- Moderate comments and interactions on PTO-affiliated accounts
- Coordinate digital promotion for events, fundraisers, and membership campaigns
What we're looking for: Comfortable with social media platforms and basic website management. Strong writing skills, an eye for design, and good judgment about what is and isn't appropriate to post.
Time commitment: Medium. Ongoing throughout the year with regular content creation and community management.
Graphic Design Coordinator
What this role is: The Graphic Design Coordinator is the visual voice of the PTO — creating flyers, social media graphics, sponsor recognition materials, and anything else the PTO needs to look great.
What you'll do:
- Design flyers, graphics, and promotional materials for PTO events and programs
- Create social media images for the Digital Coordinator to post
- Maintain a consistent visual identity for PTO materials throughout the year
- Design sponsor recognition graphics and Spirit Wear artwork
- Build and maintain an accessible archive of design files and templates for future use
What we're looking for: Design skills and access to a design tool (Canva, Adobe, Figma, or similar). Creative, detail-oriented, and willing to take direction while bringing their own ideas to the work.
Time commitment: Medium. Steady creative work throughout the year with peaks around major events.
Marquee Coordinator
What this role is: The Marquee Coordinator keeps the school marquee updated with current PTO and school messages. It's a small role with big visibility — the marquee is one of the first things every family sees when they arrive at Valley Ranch.
What you'll do:
- Update the school marquee regularly with approved PTO and school messages
- Maintain a calendar of planned messages aligned with the school and PTO event calendar
- Coordinate with school administration on marquee access and message approval
- Ensure all messages are accurate, timely, and school-appropriate
What we're looking for: Reliable, detail-oriented, and comfortable with a regular, consistent commitment. Great role for someone who wants to stay connected to the PTO without a heavy time commitment.
Time commitment: Low. Regular, brief updates throughout the school year.
Newsletter Coordinator
What this role is: The Newsletter Coordinator produces and distributes the PTO's regular newsletter — one of our most important touchpoints for keeping families informed and engaged.
What you'll do:
- Produce the PTO newsletter on the established publication schedule
- Gather content from coordinators, officers, and school staff for each issue
- Write and edit content to ensure accuracy and an appropriate, engaging tone
- Coordinate with the Graphic Design Coordinator on layout and visual design
- Distribute the newsletter through PTO communication channels
What we're looking for: Strong writer and editor with good communication and organizational skills. Comfortable gathering content from multiple sources and keeping to a production schedule.
Time commitment: Low. Consistent throughout the year, tied to publication schedule.
📚 Programs & Services Committee
Coordinates enrichment programs and services that directly support student learning and school culture.
Dads' Club Coordinator
What this role is: The Dads' Club Coordinator leads the charge on engaging fathers and guardians in school life — building a community of involved dads who show up for students, staff, and events throughout the year.
What you'll do:
- Plan and organize Dads' Club events and volunteer activities
- Recruit and engage fathers and guardians in PTO and school activities
- Coordinate with school administration on campus volunteer programs like Watch DOGS
- Build and maintain a roster of active Dads' Club volunteers
What we're looking for: Enthusiastic, community-minded, and great at rallying a group of people around a shared goal. This role is ideal for a dad or guardian who wants to build something meaningful.
Time commitment: Medium. Event-driven with regular engagement throughout the year.
Garden Team Coordinator
What this role is: The Garden Team Coordinator tends to Valley Ranch's school garden — coordinating volunteers, supporting classroom connections, and keeping this living learning environment thriving all year long.
What you'll do:
- Coordinate regular garden maintenance volunteer sessions
- Partner with teachers and staff to integrate the garden into classroom learning
- Plan seasonal planting, harvesting, and garden-related activities
- Manage supply and materials needs within the approved budget
What we're looking for: A love of gardening (or a desire to learn) and a genuine interest in connecting students to the natural world. Patient, organized, and comfortable getting your hands dirty.
Time commitment: Medium. Ongoing throughout the school year with seasonal rhythms.
Library Coordinator (TWO POSITIONS)
What this role is: The Library Coordinator champions literacy and learning at Valley Ranch by supporting the school library with volunteers, events, and programs — including the Book Fair.
What you'll do:
- Partner with the school Librarian on volunteer coordination and literacy initiatives
- Coordinate PTO support for the Book Fair, including volunteers and promotion
- Support school reading challenges and literacy programs as opportunities arise
- Recruit and schedule library volunteers throughout the year
What we're looking for: A love of books and learning. Organized, reliable, and great at working alongside the school's professional library staff.
Time commitment: Medium. Most active during Book Fair season; ongoing volunteer coordination throughout the year.
School Supplies Coordinator
What this role is: School Supplies Coordinators manage the ordering, sales, and distribution of grade-level supply packages so families can get everything they need for the first day of school in one simple purchase.
What you'll do:
- Compile supply lists by grade in coordination with teachers and school administration
- Manage vendor relationships and coordinate supply kit ordering
- Organize sales, fulfillment, and classroom distribution
- Track revenue and expenses with the Treasurer
- Document the process thoroughly for future coordinator continuity
What we're looking for: Highly organized, detail-oriented, and comfortable with logistics. This role involves a concentrated burst of work in the spring and summer — great for someone whose schedule opens up outside the school year.
Time commitment: Low to moderate overall, with a significant sprint in late spring and summer.
Spirit Wear Coordinator
What this role is: The Spirit Wear Coordinator designs, orders, and sells school spirit wear — keeping Valley Ranch pride wearable and visible throughout the year.
What you'll do:
- Develop spirit wear designs with the Graphic Design Coordinator
- Manage the vendor relationship and coordinate product ordering
- Organize spirit wear sales and fulfillment
- Track revenue and expenses with the Treasurer
- Promote spirit wear to families through PTO communications
What we're looking for: Creative, organized, and enthusiastic about school spirit. Comfortable managing a product sales cycle from design to delivery.
Time commitment: Medium, with major pushes around design, ordering, and sales windows.
Yearbook Coordinator
What this role is: The Yearbook Coordinator captures the story of the school year — leading the design, production, sales, and distribution of the annual Valley Ranch Elementary yearbook.
What you'll do:
- Manage the yearbook vendor relationship and production platform
- Build and coordinate a team of photo contributors across grades and events
- Collect, organize, and curate photos from PTO events and school activities throughout the year
- Oversee yearbook design, layout, and sales
- Coordinate with school staff year-end regarding yearbook review, approval, and distribution
What we're looking for: Creative, organized, and detail-oriented. Experience with photo editing, design, or publication is a plus. Must be comfortable managing a year-long project with a firm deadline.
Time commitment: Medium throughout the year, with significant pushes during photo collection season and production deadlines in the spring.
A Few Things Worth Knowing
Any active PTO member can serve as a Coordinator. You don't need to be elected — just interested and willing to step up. Board openings are announced annually, and Coordinator spots are filled by the Executive Board at the start of each school year.
All board members and coordinators serve one-year terms beginning with the school year and renewable with Executive Board approval.
No role is meant to be done alone. Every coordinator has the support of the Executive Board and the full PTO community. We share the load, ask for help when we need it, and take care of each other as volunteers.
Questions? Reach out to us at valleyranchpto@gmail.com or come introduce yourself at our next meeting. We'd love to have you.
