Purpose: To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.
  • Business Operations

    Purpose:

    Caring for necessary operational infrastructure and practices

    Accountabilities:

    • There are no accountabilities defined for this role.
Purpose: To maintain and improve all aspects of the land and human built structures to create a safe, educational and inspiring environment for transformative learning.
  • Art and Object Curator

    Purpose:

    Unspecified

    Accountabilities:

    • Adding and subtracting art in interior spaces
    • Adding, subtracting, and siting art on the land
    • Deciding on the acceptance or rejection of offered material gifts, in accordance with Material Gifts Policy when appropriate.
  • Facilities Coordinator

    Purpose:

    Unspecified

    Accountabilities:

    • Maintaining Annual Maintenance Schedule
    • Coordinating with Facilities Steward to complete work
    • Hiring and Scheduling contracts as needed
    • Maintaining current list of maintenance projects
    • Liaising with Waldorf admin around road maintenance at entrance
  • Interior Design

    Purpose:

    Maintaining aesthetic style and providing furnishings, accessories and decor for all indoor spaces to be welcoming and accommodating for guest needs.

    Accountabilities:

    • Setting up/maintaining displays of artifacts, decor items and special objects
    • Buying furniture and accessories (including kitchen, bath, and technology) and retiring old furniture and accessories with input from Hosting & Logistics and Place Team. Determining when accessories and furniture need to be added or replaced.
    • Retiring old and procuring new plants for esthetic impact
    • Sorting and archiving important artifacts and special objects that don't require display
    • Donating or disposing of interior design items that no longer serve a purpose
    • Designing and procuring fresh flower/greenery displays
    • Defining, sourcing and following thru on new and existing furnishings, accessorizing new construction, and supporting role holders in new construction details for occupancy readiness.
    • Sewing new fabric items, repairing worn fabric items, and determining when a fabric items are due for replacement.
    • Tracking furnishings, items and accessories in all indoor spaces and replacing items that are relocated or missing
    • Maintaining existing Whidbey Institute Aesthetic Style Guide Document for continuity of design in interior spaces
Purpose: Connecting human energy with operational opportunities
  • Employee Onboarding & Offboarding

    Purpose:

    Unspecified

    Accountabilities:

    • Preparing a welcoming gift for new employees
    • Coordinating with @Human Resources to define and update the onboarding and offboarding processes for employees
    • Obtaining relevant documentation and signatures for new employees: W-4 Form, I-9, direct deposit information, providing to @Bookkeeper and @Human Resources
    • Assuring that the 'new employee admin check-off list' is completed
    • Coordinating with @People Operations to explain human resources policies, procedures, laws, and standards to new and existing employees
    • Managing records and paperwork related to employee hiring, onboarding, and offboarding
    • Introducing new employees to other team members via email
Purpose: Creating a hospitable, nourishing, safe, and easy flowing experience for program leaders, participants and visitors
  • Emergency Food Supplies

    Purpose:

    To maintain an adequate emergency food supply for specified number of people and meals for the Whidbey Institute.

    Accountabilities:

    • Purchasing and organizing emergency food supplies.
    • Keeping track of food expiration dates.
    • Distributing food before expiration.
    • Making the information available to @Emergency Response Coordinator and all staff for locations and volume of available food.
  • Emergency Response Coordinator

    Purpose:

    Unspecified

    Accountabilities:

    • Providing learning opportunities for staff emergency response and first aid
    • Developing and updating Emergency Response Plan
    • Securing necessary (non-food) supplies for emergency response
    • Training all staff on Emergency Response Plan
  • Event Support

    Purpose:

    Performing a wide variety of tasks that support the overall success of hosting groups and guests onsite

    Accountabilities:

    • Coordinating with @Event Host and/or @Resident Caretaker to support needs of events, groups and guests
    • Creating and printing signage for onsite logistic needs with input from @Event Host and @Place team
    • Providing technical and lighting support for events as requested by @Event Host
    • Providing or purchasing supplies and equipment to support group and event needs
    • Merging, printing and stuffing nametags upon request. Keeping nametag holders stocked, cleaned, and organized with @Administrative Fairy
    • Coordinating and supporting logistics for events beyond the scope of usual program activities; including large gatherings, festivals, weddings, memorials, one day events, and all other activities that require more extensive staff involvement
    • Ensuring required permits are obtained for event activities, especially in relationship to alcohol
    • Understanding the technology, logistics and processes for hosting guests onsite to support @Event Host and/or @Resident Caretaker as necessary
    • Ensuring site readiness for hosting in relationship with @Event Host, @Resident Caretaker, @Housekeeping, @Interior Design and Place team
  • Lost and Found

    Purpose:

    Lost items are cared for and returned when possible

    Accountabilities:

    • Supporting inquiries regarding lost items
    • Returning lost items when possible
    • Defining timeline and process for donating items that cannot be returned
    • Donating lost items that cannot be returned
Purpose: Caring for necessary operational infrastructure and practices
  • Administrative Fairy

    Purpose:

    Supporting operational tasks and maintaining general use supplies for staff and guests

    Accountabilities:

    • Ordering all general use supplies and keeping supplies sufficiently stocked as needed or requested
    • Ensuring workspaces are accessible and functional for staff needs
    • Maintaining Mukilteo Coffee account for tracking and paying all coffee orders, including orders placed by Kitchen staff. Stocking coffee in group-use kitchens not including TBH, unless requested by Kitchen.
    • Filing paperwork for bookkeeper, archiving and creating annual vendor folders (both physical and digital files)
    • Preparing timesheets for employees, and remind employees for timely submission
    • Posting current labor law notices for staff
    • Maintaining printer and copier system in office, including ordering and stocking printer supplies with support of @Tech Admin
    • Maintaining petty cash box and reporting balance changes to bookkeeper
    • Watering & caring for plants in office
    • Feeding the drain monster weekly (i.e., pour water down septic drain in copy room)
    • Communicating with Mainland Fairy re: mainland pickup/drop-off tasks
    • Re-stocking info rack contents in all meeting and lodging spaces, and outdoor kiosks (e.g., trail maps, info brochures, free magazines, and books)
    • Re-stocking guest use pens, markers, notepads, notecards in meeting and lodging spaces
    • Creating and printing signage and labels to support onsite operations (not related to Communications projects) and printing material for program leaders upon request
  • Business Admin

    Purpose:

    Unspecified

    Accountabilities:

    • Maintaining credit card processing system, including completion of annual PCI (Payment Card Industry) compliance to ensure capacity for credit card processing
    • Communicating with Insurance Agent and relevant role holders to ensure insurance needs are covered and renewed annually
    • Collecting and filing necessary tax status info from vendors (W-9's), providing to @Bookkeeper
    • Submitting annual organizational change of officers and directors with WA State Employment Security
    • Ensuring annual PBRS (Public Benefit Rating System) affidavit submitted with @Land Legalities
    • Preparing and submitting Secretary of State Annual Charities Report, and Charities Renewal, with information provided by @Bookkeeper
    • Coordinating with @Bank Relations to ensure annual completion of Heritage Bank Line of Credit Renewal
    • Tracking list of open credit cards and coordinating with @Bank Relations to close or open new accounts
    • Printing checks issued by @Bookkeeper, reporting printed check numbers, ensure timely signing and mailing of checks
    • Printing and mailing documents prepared by @Bookkeeper, including Quarterly Reports, W2's,1099's and other legal reporting
    • Fulfilling all accountabilities outlined in the Required Annual Reporting checklist on a yearly basis
    • Providing onsite support to remote @Bookkeeper as necessary
    • Communicating with vendors to update account info, address billing questions, and ensure invoices are received by @Bookkeeper
    • Collecting and filing staff Visa receipts for @Bookkeeper, including notes about the transaction purpose and expense designations
    • Collecting new employee paperwork and documentation, filing and providing details to @Bookkeeper, in coordination with @Employee Onboarding & Offboarding role
    • Completing and submitting annual Island County Public Health Kitchen Permit Renewal forms; ensuring required Septic Inspection for TBH is scheduled via @Facilities Coordinator in advance of Kitchen Permit Renewal due date
  • Courier

    Purpose:

    Unspecified

    Accountabilities:

    • Picking up mail
    • Taking deposits to bank
    • Taking outgoing mail to post office
    • Checking donation boxes
  • Lead Link

    Purpose:

    Caring for necessary operational infrastructure and practices

    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
  • Mail and Deposit Processing

    Purpose:

    Unspecified

    Accountabilities:

    • Processing incoming and outgoing mail.
    • Preparing deposits for @Courier, and distribute check copies to affected role holders
  • 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
  • Tech Admin

    Purpose:

    Maintaining technology and systems to meet staff and guest needs

    Accountabilities:

    • Maintaining phone system, phone tree, and primary voicemail
    • Adding and maintaining Google users, calendars, groups, group membership
    • Ensuring renewal of necessary software services (such as Adobe Suite with @General, Quickbooks and Intuit payroll services with @Bookkeeper, Smartsheet with @Calendar Architect, Retreat Guru with @Registration Builder, Glass Frog, Zoom)
    • Reviewing status of users in all accounts and calendars for accuracy annually
    • Adding and maintaining users to Glass Frog, reviewing for accuracy monthly
    • Maintaining master login and password resource.
    • Clearing out unneeded Zoom recordings monthly.
    • Securing the database
    • Teaching and mentoring usage of technology tools
    • Ensuring effective communication platforms between and among operational roles
    • Researching and implementing technology improvements to meet team and participant needs
    • Ensuring support for database design enhancement
    • Engaging support of external tech expertise and support for firewall, wi-fi/airport, and technology improvements
    • Engaging support of external tech expertise for tech system improvements and upgrades
    • Purchasing and setting up new equipment, such as new team laptops
    • Coordinating effective and safe password practices with team
    • Assessing printer problems and coordinating necessary repairs with printer leasing company, changing drum kits, waste toner cartridges, and ordering printer supplies
    • Assessing computer and software challenges encountered by the team, and providing or coordinating necessary solutions
    • Coordinating regular computer operating systems upgrades
    • Staying well versed in all platforms and how they are utilized by staff roles, especially Salesforce and Retreat Guru
    • Being efficient in Word Mail Merge process and available for support as needed from other roles, especially in relation to Donor Acknowledgements and appeal mailings
Purpose: To create mission aligned offerings to Whidbey Community and Visitors
  • Collaborative Liaison

    for Earth & Ocean Month

    Purpose:

    Collaborating with select community partners

    Accountabilities:

    • Attending relevant community meetings
    • Reporting on developments happening in community collaborations
    • Representing Whidbey Institute in community collaborations
  • Community Event Coordinator

    Purpose:

    Unspecified

    Accountabilities:

    • Implementing community event logistics in coordination with the @Community Engagement
    • Coordinating open-to-the community events taking place in Thomas Berry Hall, such as neighborhood potlucks, book launches, concerts, dinner salons.