Warriors for Warriors Volunteer Program Coordinator

Warriors for Warriors Program Coordinator

Brainerd Public Schools — ISD 181 | Part-Time Position Description

Reports to: Community Education Director

Work location: Washington Educational Services Building (WESB), Welcome Center, with regular travel to elementary and middle school buildings

Classification: Part-time position working 12-24 hours per week; will vary.

Rate of pay: Stipend amount paid monthly of $1625 per month

Schedule: 12-24 hours per week. Hours are flexible and largely self-determined by the Coordinator, school schedule, and events.

Position Summary

The Warriors for Warriors Program Coordinator builds and runs the district's community volunteer program serving Brainerd Public Schools students in elementary and middle school. The Warriors for Warriors initiative is to recruit, screen, train, and place community volunteers — starting with parents and grandparents — in our elementary and middle school buildings during the school day, where they add supervision in high-traffic areas and provide students with additional caring adult contact, homework help, and reading support.

This is a community-facing position. The Coordinator is the face of the program in the Brainerd Lakes area: being a champion of the school district, speaking to service clubs, churches, employers, senior groups, veterans organizations, and parent groups to recruit volunteers, and then making sure every volunteer who signs up is screened, trained, scheduled, supported, and thanked. The Coordinator is also a regular presence in the buildings, working directly with principals and staff to understand the needs and place volunteers where they are needed most.

The position is built for flexibility. The Coordinator sets their own schedule within the hours listed above, with the understanding that the work requires availability during the school day for building support as well as availability outside of the school day.

Essential Responsibilities

Community Outreach and Volunteer Recruitment

Serve as the primary public representative of the school district and the Warriors for Warriors program throughout the Brainerd Lakes community.

Schedule and deliver presentations to service clubs, civic and fraternal organizations, churches, veterans organizations, senior living communities, employers, parent groups, and school events.

Build and maintain relationships with community partners who can supply volunteers on an ongoing basis.

Develop and distribute recruitment materials in coordination with district communications staff.

Staff recruitment tables at district and community events.

Set and pursue annual recruitment targets in support of the program's long-term goal of growing and developing volunteers serving Brainerd Warrior students.

Screening, Onboarding, and Training

Develop, shape, and grow the district volunteer program.

Guide prospective volunteers through the district application and background-check process from inquiry through approval; track screening status and renewals; maintain current, accurate volunteer records in the district volunteer management system.

Deliver volunteer orientation and training covering program expectations, the never-alone-with-a-student principle, student privacy and confidentiality, mandated-reporting basics, professional boundaries, building safety, and emergency procedures.

Maintain and update training materials, both in-person and online, and coordinate annual refresher training.

Building Support and Volunteer Placement

Travel regularly among the district's participating schools to support the program on site.

Work with building principals and designated building contacts to identify where volunteers are needed and match volunteers to roles and schedules.

Support building-level check-in and check-out procedures, volunteer identification, and daily assignment materials.

Serve as the point of contact for building staff, volunteers, and families with questions or concerns about the program.

Observe the program in operation and recommend adjustments to roles, placement, and procedures.

Program Administration

Maintain volunteer rosters, service records, and hours served by building.

Manage program supplies, including volunteer shirts, badges, and assignment materials.

Coordinate volunteer recognition and incentives.

Track program expenditures and support the Community Education Director with budget planning and grant reporting.

Maintain program documentation consistent with district policy and applicable data privacy requirements.

Recognition and Retention

Administer volunteer recognition, including activity passes earned through service and other appreciation efforts.

Communicate regularly with active volunteers to keep them informed, scheduled, and engaged.

Follow up with volunteers who lapse and work to bring them back.

Reporting and Evaluation

Report program participation, hours, and building coverage to the Community Education Director.

Gather feedback from principals, staff, volunteers, students, and families on program effectiveness.

Prepare summary reports for district administration, the School Board, and program funders, including the Brainerd Public Schools Foundation.

Recommend program improvements based on data and feedback.

Qualifications

Required

High school diploma or equivalent.

Demonstrated experience in volunteer coordination, community outreach, community education, program coordination, public relations, or a closely related field.

Proven ability to speak comfortably and persuasively to community groups of varying size.

Strong organizational skills and the ability to manage many individual volunteers, schedules, and records at once.

Ability to work independently, set priorities, and manage a self-directed schedule without daily supervision.

Proficiency with email, spreadsheets, databases, and standard office software.

Valid driver's license, reliable transportation, and willingness to travel among district buildings.

Ability to pass a criminal background check.

Preferred

Post-secondary education in education, communications, public administration, human services, nonprofit management, or a related field.

Established relationships within the Brainerd Lakes community.

Experience working in or with a K-12 school setting.

Experience with volunteer management or visitor management software.

Familiarity with FERPA and student data privacy requirements.

Knowledge, Skills, and Abilities

Genuine belief in the value of caring adults in the lives of students.

Excellent interpersonal skills and the ability to work well with staff, families, community members, and volunteers of all ages and backgrounds.

Clear written and verbal communication.

Sound judgment and discretion in handling student and volunteer information.

Ability to represent Brainerd Public Schools professionally in public settings.

Willingness to be visible, approachable, and responsive.

Physical Requirements

Ability to move throughout school buildings, grounds, and parking areas, including during arrival and dismissal.

Ability to stand and walk for extended periods during building visits and presentations.

Occasional lifting and carrying of program materials and supplies up to 25 pounds.

Ability to travel between district buildings and community locations.

Working Conditions

Office space is provided in the Washington Educational Services Building (WESB).

Regular travel among district elementary and middle school buildings.

Frequent work in school buildings during the school day, including high-traffic areas such as entrances, cafeterias, commons, and hallways.

Evening and occasional weekend availability required for community speaking engagements, school events, and volunteer orientation sessions.

Schedule is flexible and largely determined by the Coordinator within the approved weekly and annual hour limits.

Position Objective

The Warriors for Warriors Program Coordinator exists to put more caring, screened adults in front of Brainerd Warrior students every school day. Through community recruitment, careful screening and training, and steady support of our buildings, this position grows and sustains a volunteer corps that makes our schools safer, strengthens the connection between our schools and the community that surrounds them, and gives every student more adults who know their name.

Brainerd Public Schools is an equal opportunity employer.

This position description is not an exhaustive list of duties and may be modified by the district as needs change.