Anchor Circle
Operations
People Circle
Purpose:
To cultivate the capacity for transformational change in self, systems and society
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Facilitator
Purpose:
Circle governance and operational practices aligned with the Constitution.Accountabilities:
- Facilitating the Circle’s regular Tactical Meetings
- Facilitating the Circle’s Governance Process
- Triggering new elections for the Circle’s elected Roles after each election term expires
- Auditing a Sub-Circle’s meetings and records on request and declaring a Process Breakdown if one is discovered
- Completing Facilitator training within 90 days of assuming the role (if not yet completed)
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Investor Context
Purpose:
Company Property (Membership Units) Allocated and Distributed for Optimal Pursuit of PurposeAccountabilities:
- Integrating and aligning the needs of investors with the operational needs of the Organization.
- Scheduling investor meetings as needed.
- Keeping meeting minutes, or designating an attendee to do so.
- Ensuring meetings are recorded.
- Providing meeting minutes and recordings to associated investors in a timely manner.
- Engaging with investors, supported by @Financial Operator , to set annual investor goals and priorities.
- Reviewing performance of @Financial Operator annually, with emphasis on achieving investor goals and priorities.
Purpose:
Delivers attuned, quality services with a diverse community in alignment with our value proposition so that our clients can build the capacity for measurable impact; and build systems of support and intentional relationships so that when clients need us, they trust us to do the work.
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Account Manager
Purpose:
Professionally representing The Athena Group at all times by strengthening client relationships when generating new business from existing clientsDomains:
- Decisions on escalated project issues
Accountabilities:
- Being curious and interested in learning about the client's industry and cultures
- Identifying other needs the client may have and reaching out to share Athena services or products that may be helpful
- Checking in with the account contact at regular intervals, in person if appropriate and budgeted
- Mitigating and removing project risks and project issues as requested by @Project Manager
- Identifying and posting leads in Pipedrive
- Conducting mid-project check-ins on projects and providing guidance and feedback to @Project Manager and @Project Team Member for projects with a timeline longer than 3 months and a budget of more than $100,000. The mid-project check-in can be completed for other projects as needed.
- Attending all project close-out "lessons learned" meetings within the account, and integrating changes into future trainings, standard work, or company improvements
- Building business opportunities for master contracts (each master contract will need to be assigned an account manager)
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Community Network Builder
Purpose:
Community diplomacy that drives Athena's asset based approach to community well-being and shared learningDomains:
- Community Partnerships
Accountabilities:
- Facilitating community partnership engagements.
- Creating community partnership agreements.
- Cultivating community connections.
- Mapping community partnership opportunities.
- Establishing community partnership standards.
- Reporting on the status of community partnerships and their impact on Athena's projects to the Anchor Circle.
- Collaborating with relevant roles within Athena to integrate community insights and opportunities into projects.
- Nourishing relationships with community partners to enhance collaborative efforts.
- Maintaining partnership communication channels
- Identifying community partnership opportunities
- Leveraging and honoring community intelligence and wisdom
- Informing Athena's @Project Manager, @Project Team Member, @Account Manager, @Portfolio Steward, @Proposal Library Administrator, and @Proposal Quality Assurance with local knowledge from those closest to the challenge/issue.
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Project Manager
Purpose:
Professionally representing The Athena Group at all times with excellent project team development and deliveryDomains:
- Changes to scope, budget, team, timeline, tasks, and deliverables
- Setting team member rates based on current rates in the Rate Sheet resource; working with @Enterprise Membership when a team member does not have an hourly rate.
- Establishing and maintaining revenue projections for active projects
- Developing proposal/project budgets using current policies and tools set by @Financial Operator
Accountabilities:
- Working with @Proposal PM and @Project Team Member to complete new content for proposals, including scope, schedule, and budget
- Estimating project hours for proposals in coordination with @Project Team Member
- Being the point of contact for the client and managing client expectations if there is not an @Account Manager
- Managing project in all its phases, including Project Initiation, Planning, Execution (Communications, Change, Risk), Monitoring (Quality), and Close Out
- Right-sizing the level of project management to the size of the project
- Tracking client decisions and creating change orders that impact change to scope, schedule, or budget
- Assigning @Project Team Member and adding and removing project team members and communicating the change with client, team @Project Coordinator
- Making sure project risks are mitigated and project issues resolved, and if not, escalating the risk/issue to the Client Sponsor.
- Meeting with clients after every proposal submission to debrief when Athena is not awarded a contract, and communicating the why to Business Development Strategy
- Making sure high quality surveys are delivered in coordination with @Survey Expert
- Filling the role of @Proposal PM and @Project Coordinator, unless a role filler is assigned.
- Ensuring each @Project Team Member is in compliance with Client contractual requirements and restrictions (e.g. lobbying restrictions, invoicing requirements, record retention, etc.)
- Sharing contract amendments and revisions with @Project Team Member while they are in process, and requesting feedback from @Project Team Member before signature.
- Ensuring the closeout process is completed for all clients with a timeline longer than 3 months and a budget of more than $100,000. The closeout process can be completed for other projects as well at the project manager's discretion.
- Sharing Athena's Harm Accountability guide with each new team and reaching out to @Relational Space Coaching for support when needed
- Evaluating if subcontractors need an Athena Microsoft 365 subscription and making proposals to @Portfolio Steward when they do. Proposals should include duration, purpose, and level of subscription (Basic or Standard).
- Ensuring there is a structured and supportive meeting held when there is a change in Project Management, providing the new @Project Manager with background, resources, and other appropriate supports to make certain that the new @Project Manager is setup for success.
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Project Team Member
Purpose:
Professionally representing The Athena Group at all times by honoring commitments to the project team and producing quality client deliverables.Accountabilities:
- Completing quality work within scope, schedule and budget as outlined in Work Order or Invoicing Template
- Entering actual and estimated hours into monthly invoice on time and accurately
- Participating in client interviews
- Complying with Client contractual requirements and restrictions (e.g. lobbying restrictions, invoicing requirements, record retention, etc.)
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Service Delivery and Design Lead
Purpose:
Caring for the delivery of consistent, outcome-driven project workDomains:
- Standard work and policies, within focus area(s)
- Withdrawal of proposals in process, within focus area(s)
Accountabilities:
- Defining and developing standard expectations for the delivery of a service or product within a portfolio
- Coaching and training relevant Partners and Subcontractors on the delivery of a service or product within a portfolio
- Developing and evolving services and products within the portfolio, and providing content to @Web Content, @Proposal Library Administrator, @Marketing Strategy, and @Project Manager
- Recruiting talent in coordination with @Portfolio Steward, @Enterprise Membership, @Financial Operator
- Making decisions on which subcontractors should have an Athena Microsoft 365 subscription and at what level. Communicating those decisions to @Project Manager and @Technology Operations.
- Conducting mid-project check-ins on projects without an @Account Manager and providing guidance and feedback to @Project Manager and @Project Team Member for projects with a timeline longer than 3 months and a budget of more than $100,000. The mid-project check-in can be completed for other projects as needed.
- Attending all project close-out "lessons learned" meetings for projects without an @Account Manager, and integrating changes into future trainings, standard work, or company improvements
- Recommending RFP qualifying criteria based on market changes and business needs in collaboration with @Portfolio Steward
Purpose:
Become a model workplace of the future so that the people doing the work are making an impact, having fun, and living into their zone of genius.
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Association Agreement Signers
Purpose:
Individuals who have signed the Association Agreement.Accountabilities:
- Practicing the tenets of the Association Agreement.
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Relational Space Coaching
Purpose:
Helping partners and members resolve relational tensions (as opposed to organizational tensions processed through Holacracy structures)Accountabilities:
- Facilitating the creation, periodic review and revision of Athena's social and other relational agreements
- Being a resource for and coaching partners on how to resolve relational tensions
- Facilitating/mediating conflict and relational disagreements