Purpose: To integrate perspectives in service to being a Place for those called by the responsibility and transformative potential of these times
  • Executive Director

    Purpose:

    Performing required functions of Executive Director to meet legal & financial expectations imposed upon 501(c)(3) nonprofits operating within Washington State and the United States of America

    Accountabilities:

    • Coordinating legally relevant activities with governmental and financial entities
  • General

    Purpose:

    To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.

    Accountabilities:

    • Reviewing timesheets at the end of each pay cycle
    • Addressing any significant variance between budgeted and actual payroll expenditures
    • Finalizing name selections for campus features and/or structures, with input from relevant role holders and contexts, while ensuring that names of Whidbey Institute features and/or structures reflect our organizational place, values, and purpose
  • Secretary

    Purpose:

    Steward and stabilize the Circle’s formal records and record-keeping process.

    Domains:

    • All constitutionally-required records of the Circle

    Accountabilities:

    • Scheduling the Circle’s required meetings, and notifying all Core Circle Members of scheduled times and locations
    • Capturing and publishing the outputs of the Circle’s required meetings, and maintaining a compiled view of the Circle’s current Governance, checklist items, and metrics
    • Interpreting Governance and the Constitution upon request
Purpose: To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.
  • Collaborative Liaison

    for South Whidbey Equity Groups

    Purpose:

    Unspecified

    Accountabilities:

    • Attending relevant community meetings
    • Reporting on developments happening in community collaborations
    • Representing Whidbey Institute in community collaborations
  • External Communications

    for Outgoing

    Purpose:

    Purpose-aligned, compelling communications for reach and impact

    Domains:

    • Mailchimp account
    • www.whidbeyinstitute.org
    • Facebook
    • Instag
    • LinkedIn

    Accountabilities:

    • Procuring photos for social media and communications needs
    • Producing and distributing newsletters and mailings
    • Designing graphics
    • Producing printed material
    • Storing archival material related to communications
    • Sharing press releases and announcements to local media
    • Updating content of onsite kiosks
    • Providing material for onsite information racks to @Office Fairy
    • Marketing events
    • Administering social media accounts and coaching @Social media role holders to be successful
    • Updating and maintaining website and blog
    • Working with external web development contractor to address website issues and to improve website usability
    • Training other roles to update specific, role-related aspects of website as needed
    • Defining and updating social media policy and/or guidelines
    • Defining and updating communications style guides
    • Researching and reporting on key projects, programs, and relationships
    • Selecting and adopting communications tools, platforms, and channels
    • Designing communications calendar in collaboration with other roles
  • Lead Link

    Purpose:

    To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.

    Domains:

    • Role assignments within the Circle

    Accountabilities:

    • Assigning Partners to the Circle’s Roles; monitoring the fit; offering feedback to enhance fit; and re-assigning Roles to other Partners when useful for enhancing fit
    • Allocating the Circle’s resources across its various Projects and/or Roles
    • Establishing priorities and Strategies for the Circle
    • Defining metrics for the circle
    • Structuring the Governance of the Circle to enact its Purpose and Accountabilities
    • Removing constraints within the Circle to the Super-Circle enacting its Purpose and Accountabilities
Purpose: Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources
  • Fundraising Writer

    Purpose:

    Creating compelling written and graphic materials for fundraising

    Accountabilities:

    • Writing language for grant applications when prompted by @Foundation Fundraiser
    • Writing appeal letters when prompted by @Giving Programs
    • Writing fundraising event invitations when prompted by @Giving Programs
    • Writing on-line fundraising appeal messaging when prompted by @Giving Programs
    • Writing thank you letters when prompted by @Giving Programs or @Donation Caretaker
    • Producing annual reports
    • Producing fundraising collateral as needed
    • Outsourcing print jobs as appropriate
    • Following brand guidelines established by @External Communications to ensure fundraising collateral follows brand guidelines and complements organization-wide communications content, look, and feel.
Purpose: Sensing, sourcing, and developing purpose-aligned programs
  • Program Inquiries

    Purpose:

    Welcoming purpose-aligned programs

    Accountabilities:

    • Responding to all new program inquiries
    • Discerning purpose alignment and good fit with new programs
    • Forwarding purpose-aligned, well-fitting program inquiries to @Contract Administrator and @Calendar Architect
    • Integrating advice from Program Development Circle into decisions on which new programs are selected for scheduling.
Purpose: Connecting human energy with operational opportunities
  • Facilitator

    Purpose:

    Circle governance and operational practices aligned with the Constitution.

    Accountabilities:

    • Facilitating the Circle’s constitutionally-required meetings
    • Auditing the meetings and records of Sub-Circles as needed, and declaring a Process Breakdown upon discovering a pattern of behavior that conflicts with the rules of the Constitution
  • Human Resources

    Purpose:

    Whidbey Institute is a legally and ethically compliant employer

    Domains:

    • Personnel Policy

    Accountabilities:

    • Maintaining and updating Personnel Policy to reflect the values, priorities and culture of the organization, and maintain compliance with state and federal laws
    • Responding to WA State Employment Security documentation, including Shared Work and unemployment claims
    • Ensuring that @People Operations remains current with changes in employment laws
    • Actively coordinating implementation of internal organizational decisions and external (state or federal) policy changes in payroll setup, with @Bookkeeper
    • Maintaining record of employee hire dates, 3-month probationary periods, and PTO initiation
    • Maintaining employee files in secure location
    • Ensuring pay level changes processed in payroll with @Bookkeeper
    • Responding to employment verification requests
  • Recruitment & Hiring

    for Outgoing

    Purpose:

    To connect ideal candidates with employment opportunities and to ensure their understanding of our culture and context

    Accountabilities:

    • Building hiring teams for available positions
    • Sharing opportunities to join the Whidbey Institute staff with appropriate audiences
    • Curating hiring folder materials for each open position, including job description, interview questions, reference questions, and job offer materials
    • Corresponding with position applicants
    • Scheduling interviews
    • Conducting reference calls
Purpose: Creating a hospitable, nourishing, safe, and easy flowing experience for program leaders, participants and visitors
  • COVID Testing & Vaccination Verification

    Purpose:

    Participants and Program Leaders supported with rapid on-site COVID testing, COVID vaccination verification, and/or COVID testing documentation.

    Accountabilities:

    • Supporting program leaders and their participants to complete a rapid COVID test on arrival
    • Checking vaccination record for those vaccinated, or negative COVID test documentation
  • Registrar

    for Transitioning Out

    Purpose:

    Successfully hosting registration for applicable programs

    Accountabilities:

    • Providing registration reports to program leaders
    • Stewarding registrant experiences
    • Sending welcome emails to registrants
    • Assigning lodging
    • Recording offline registration payments
    • Handling overdue payment for registrations
    • Alerting @Bookkeeper and @Database Adminstrator roles when registration is complete and ready for financial close
    • Alerting @Nametags when nametag printing and stuffing will be needed, with adequate lead time
  • Registration Builder

    Purpose:

    To provide accurate and appealing program registration forms

    Domains:

    • Retreat Guru

    Accountabilities:

    • Building registration forms
    • Uploading content from Program Information Form to web events platform
    • Maintaining Program Information Form
    • Serving as primary contact with registration platform
    • Training other staff as needed in use of registration platform
  • Secretary

    Purpose:

    Steward and stabilize the Circle’s formal records and record-keeping process.

    Domains:

    • All constitutionally-required records of the Circle

    Accountabilities:

    • Capturing and publishing the outputs of the Circle’s required meetings, and maintaining a compiled view of the Circle’s current Governance, checklist items, and metrics
    • Interpreting Governance and the Constitution upon request
    • Scheduling the Circle’s required meetings, and notifying all Core Circle Members of scheduled times and locations