Volunteer

Applications will be accepted until the position is filled.

Priority consideration will go to applicants that submit their application before April 1, 2025

Scholarship Coordinator(s)  

• Review application forms for necessary changes

• Coordinate upload and availability of applications online

• Assist with processing and screening applications

• Prepare scholarship applications for review and vote by judges

• Compile a statistical summary of applications received

• Compile scoring of applications by judges and provide ranking to the Board

• Coordinate meetings to finalize the award of scholarships based on ranking

• Notify applicants of award status and track response for awards ceremony; purchase supplies needed for correspondence

• Prepare awardee introductions using the submitted information

• Assist with judging day events and awards ceremony

Secretary  

• Prepare and keep a record of all meetings and proceedings of the Board

• Administer the telephone or e-mail vote and enter such action and its results in an addendum to the minutes to be read at the next Board meeting or be sent by e-mail to the Committee

• Keep all records in a permanent file for three years

• Maintain a list of awardees for six years

• Handle correspondence

• Deliver records and files to the successor

• Be responsible for maintaining files, including a copy of the Constitution, By-Laws, all application forms, and all papers necessary to conduct the business of the Scholarship Committee

• Submit necessary paperwork to the Directorate of Family and Morale, Welfare and Recreation (DFMWR) for revalidation

• Assist with judging day events and awards ceremony

  
  
  

  Treasurer

• Keep an itemized account of all receipts, disbursements, and all supporting vouchers and records

• Accomplish the following as required by Army Regulation 210-22

  • Use a single entry method of accounting

  • Prepare annual financial statements to be audited by three non-officeholders

• Prepare the annual budget and present it to the Board for approval

• Collect all accounts receivable

• Disburse the Fund’s monies

• Open records for inspection by members of the Board at the direction of the Chair

• Arrange for an annual internal audit

• Arrange for the filing of tax-exempt forms

• Submit annual financial report as required by DFMWR

• Check the post office box and deliver mail to appropriate Board members

• Arrange fidelity bonding for Treasurer and Chair (or Designee)

• Assist with judging day events and awards ceremony

  Publicity Coordinator(s)

• Coordinate with the Chair and the Vice-Chair regarding any information that shall be publicized in regard to the Scholarship Fund

• Create and distribute information flyers

• Contact the official post-publication and/or other publications or media with information concerning scholarship applications

• Send application information to the Board’s list of high schools, colleges and vocational schools in the area

• Request media attendance at the awards ceremony and provide news publications with names of scholarship recipients

• Assist with judging day events and awards ceremony

Donor Coordinator(s)  

• Prepare and mail donation request letters; purchase supplies needed for correspondence

• Track replies and prepare thank you letters.

• Complete all grant applications

• Assist with judging day events and awards ceremony

Webmaster/VMIS Coordinator(s)

• Update the website with accurate and timely information

• Ensure that the website domain name is renewed each year

• Coordinate payment with the Treasurer for the web hosting company

• Correct website issues addressed by the Board

• Serve as the Organizational Point of Contact (OPOC) for VMIS

• Attend the one-time OPOC training and the quarterly Volunteer Action Council meetings

• Manage the Fund’s volunteer positions in VMIS and record all Board member volunteer hours monthly in VMIS

• Assist with judging day events and awards ceremony