Plan It Green Volunteers Job Descriptions

Web Master (Year-round)
Ongoing design, construction, and maintenance of the Humboldt Plan It Green website.  Certain features need to be updated and/or created. This is a part-time position w/increased activity associated with the annual conference. The applicants should have good website design and programming skills, be able to take direction as well as creative control. This position may require a team of volunteers. Duties will include:
•    Establish a virtual server hosting relationship that will provide virtual space to manage our website, membership lists, newsletter, etc without hardware sitting in any one office.
•    Coordinate postings and updates with the Board of Directors and campaign directors.
•    Set up PayPal account for all transactions.
•    Set up online registration for events/activities outside of the conference.
•    Set up online bookstore with 100 Fires Books.
•    Update calendar and “What’s New” tab on a regular basis.
•    Create/find graphics and pictures to use on website and brochures/conference materials.
•    Create separate pages for the Green Business Council and other special campaigns including a separate calendar and content.
•    Enrollment buttons to check if you want to be notified of events, activities, and campaigns.
•    Lots of work needs to be done during the run up to the annual conference.
o    Post materials provided by Media Contact/Publicity Coordinator.
o    Send out Save the Date email blasts.
o    Send out web links to conference page to other organizations and agencies.
o    Post the schedule, conference outline, speakers list.
o    Set up online registration for expo/tradeshow booth application.
o    Set up online sponsorship solicitation (“Want to Support Plan It Green? “Click here”)
o    Add sponsors and expo booths to the conference page as soon as their checks clear.

Volunteers Coordinator (Conference)
Coordinate volunteers to assist campaign coordinators accomplish their missions. This is a part-time position w/increased activity associated with the annual conference. Applicants must have good people skills so they can effectively communicate with Board members, campaign coordinators, and manage volunteers. They must also have good computer skills so they can set up and manage a database matching volunteers with activities. Duties will include:
•    Coordinate with membership services coordinator in creating database of volunteers.
•    Communicate with campaign coordinators to determine their volunteer needs.
•    Create a master list (database) of tasks/activities and labor needs.
•    Post volunteer positions online and at jobs boards/agencies, etc.
•    Especially active during the run up to and the day of the annual conference.
o    Communicate with conference organizers to determine volunteer needs.
o    Create/define list of volunteer positions and tasks that need to be done.
o    Recruit/screen people to fill the volunteer positions.
o    Coordinate training the day of and/or the day before event.
o    Ensure all volunteers understand their roles, responsibilities, and commitments.
o    “Floats” during conference to assess problems and coordinate volunteers.

Membership Services (Year-round)
Manage Plan It Green’s membership list to keep them informed about activities and campaigns.
•    Create and manage an electronic database of members (see Volunteers Coordinator).
•    Designs and seeks out benefits for members.
•    Recruit new members and make sure they get the membership materials promised.
•    Send out renewal notices and track renewals.
•    Check the Membership Services email box daily and follow up on inquiries.
•    Ensure that newsletters, mailings, and announcements are sent to members.
•    The Green Business Council members will be a subset of Plan It Green members.

Newsletter Editor (Quarterly)
•    Solicit and collect article and stories and other information for publication in newsletter.
•    Submit ideas and articles to Board subcommittee for review and approval
•    Post articles in our online newsletter format.
•    Coordinate with Media Contact and Membership Services and Web Master in distribution of newsletter.
•    Coordinate with Web Master in setting up a “Related Sites” tab on the Website. It would have articles, events, links to other organizations.
•    Publish a quarterly paper version (layout, printing, advertising, distribution.

Green Business Luncheons (summer/fall)
•    Creative direction in determining topics
•    Present concepts and ideas to Board of Directors for feedback and approval
•    Identify and recruit speakers
•    Secure venue(s) and arrange for food/drinks/etc
•    Advertise the luncheons (coordinate with Web Designer).
•    Coordinate with Media Contact to publicize luncheons.

Media Contact/Publicist (Conference and events)
•    Prepare database of contacts for all local media outlets.
•    Make personal contact with all media outlet coordinators to be sure you have it right.
•    Physical and electronic posting of announcements for events/activities.
•    Prepare Public Service Announcements.
•    Coordinate appearances of Board members and others on local TV and radio programs.
•    Coordinate media events and news releases and articles and opinion pieces.

Sponsorship Drive (Conference)
•    Contact all previous sponsors to offer new opportunities to sponsor events/activities
•    Identify potential new sponsors (for conference, events, and general support)
•    Solicit sponsorships to support for ongoing activities expenses
•    Prepare sponsorship solicitation materials.
•    Solicit in-kind donations of materials, labor, and services
•    Coordinate with Media Contact and Membership Services to distribute solicitation.

Food Coordinator (Conference and Green Business Luncheons)
•    Coordinate the design and selection for meals and beverages at events.
•    Select and serve as contact for caterers at selected events.
•    Solicit food donations as appropriate.

Grants Coordinator (Year-round)
•    Research grant programs and funding sources to support activities and campaigns.
•    Bring prospective grants and RFPs to the Board for review and approval.
•    Write grants and put together teams to implement scope of work.
•    Collaborate with other nonprofit organizations and for-profit companies.