Parent & Guardians Association; PGA Program Specialist

Position: Parent & Guardians Association (PGA) Program Specialist
FTE: 1.0 FTE
Appointment Year: Full Year
Employment Classification: Non-Exempt

Job Summary
The mission of the Parents and Guardians Association (PGA) is to support Lakeside School by building community, facilitating communications, and raising funds. Reporting to the Director of Institutional Philanthropy, this role serves as the primary staff support for PGA volunteer leaders and works closely with multiple school departments to coordinate programs, communications, and events that strengthen the Lakeside parent/guardian community.

Because many PGA initiatives intersect with the broader life of the school, this role partners regularly with departments outside of Advancement, including Student and Family Support, Community Equity and Belonging, Athletics, Academic departments, Facilities, and Communications to ensure alignment and coordination of activities.

This role also plays an important part in supporting an inclusive and welcoming PGA by engaging a diverse community of parents and guardians and helping to ensure that programs, communications, and volunteer opportunities reflect and support the full range of family experiences at Lakeside.

This position requires a highly organized and adaptable professional who is comfortable working in a dynamic school environment where priorities may shift throughout the year. The successful candidate will be collaborative, detail-oriented, and able to manage multiple projects while maintaining strong relationships with volunteers, families, and colleagues across the school.

Lakeside:
Fast Facts

Duties and Responsibilities (Essential Job Functions)
Administrative Support

• Provide administrative support to PGA volunteer leadership and related parent and guardian engagement activities.
• Coordinate meeting schedules, agendas, and materials for PGA leadership meetings.
• Maintain calendars, documentation, and records to support continuity as volunteer leadership changes annually.
• Assist with budget tracking, purchasing, and administrative processes related to PGA programs.
• Provide technical support for remote and hybrid meetings.
• Coordinate facilities, supplies, and materials for events and meetings.
• Maintain parent and guardian volunteer listservs, ensuring accurate distribution lists for school communications and events.

Communications

Coordinate production and distribution of communications supporting Advancement and parent and guardian volunteer programs.

• Produce and distribute monthly Pawprint communications and other committee e-notices (e.g., ROAR, Prom, and volunteer groups).
• Manage the PGA webpage and support updates to event and volunteer information.
• Coordinate the preparation and distribution of single-subject emails to parent and guardian and volunteer audiences, including scheduling, content formatting, and distribution logistics.
• Maintain communications timelines and distribution lists to ensure timely delivery of information for school programs and events.

Volunteer Coordination

• Support recruitment, onboarding, and communication with PGA volunteers.
• Maintain documentation and resources to support volunteer leadership roles.
• Help ensure volunteers have clear guidance and access to school resources.
• Update job descriptions and procedures.

Program and Event Support

• In partnership with PGA volunteers, and school leadership, serve as project manager for ROAR, the school's annual gala raising $450k each year.
  • Coordinate event planning timelines, logistics, and venue arrangements.
  • Support volunteer chairs with procurement, sponsorship outreach, raffle logistics, and program elements.
  • Manage volunteer recruitment, coordination, and training for gala work parties and night-of teams, including student and adult volunteers.
  • Support event communications, ticketing logistics, and financial processing, including accounts receivable and credit card transactions.
  • Prepare post-event documentation and summaries, including donor tax acknowledgements and revenue/participation reports.
• Manage Greater Giving gala software. Serve as event manager for PGA programs and events, including but not limited to the All-School Party on the Quad, Community Night, Day of Service, tailgates/Pride, and Field Day, with the expectation that event offerings may evolve over time.

Desired Skills and Qualifications

• Bachelor's degree or equivalent professional experience.
• 3-5 years of experience in administrative coordination, event planning, volunteer management, communications, or related fields. Experience in schools, nonprofit organizations, or community-based environments is preferred.
• Adaptability and a positive, solutions-oriented mindset in a dynamic environment where priorities may shift and volunteer leadership changes annually.
• Strong technical skills and comfort learning new systems; experience with tools such as Google Workspace, website content management systems, email distribution platforms, and basic financial or event tracking systems is preferred.
• Collaborative mindset and ability to partner effectively with colleagues…