Madisun Elizabeth
Whidbey Institute
Operations
HR & Culture
Community
Interior Design
Gala Event
Purpose:
Whidbey Institute is a home for transformational learning and a 501(c)(3) nonprofit.
Our mission is to nurture the conditions for transformational learning, and our purpose is to be a Place for those called by the responsibility and transformative potential of these times.
We partner with a network of program leaders working in the areas of generative leadership, ecosystem vitality, community resilience, and more to offer one-day and multi-day workshops, conferences, and retreats. Our 106-acre conservation forest campus on South Whidbey Island is open to the public and features integrated gardens and a four-mile trail network.
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Operations
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
Purpose:
To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.
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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 @Check Signing and Bank Relations to ensure annual completion of Heritage Bank Line of Credit Renewal
- Tracking list of open credit cards and coordinating with @Check Signing and 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
- Processing incoming and outgoing mail.
- Preparing deposits for @Courier, and distribute check copies to affected role holders
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Accountabilities:
- There are no accountabilities defined for this role.
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Accountabilities:
- Act as primary check signer as advised by @Bookkeeper, and in coordination with other back-up signers: @Executive Leadership
- Coordinating financial accounts at bank and with providers of merchant services
- Facilitating Visa card access for new employees, cancellations, and changes in limits
- Submitting annual update to bank with changes in officers and account signers
- Facilitate the renewal of the line of credit every year
- Maintain a good relationship with the bank and provide additional explanations/reassurances as needed
- Facilitate the opening/closing of bank accounts with @Strategic Financial Management authorization
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Circle Lead
Purpose:
To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.Accountabilities:
- There are no accountabilities defined for this role.
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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.
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Accountabilities:
- Picking up mail
- Taking deposits to bank
- Taking outgoing mail to post office
- Checking donation boxes
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Accountabilities:
- Coordinating with @Program Host and/or @Resident Host to support needs of events, groups and guests
- Creating and printing signage for onsite logistic needs with input from @Program Host and @Place team
- Providing technical and lighting support for events as requested by @Program 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 @Office Admin
- 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 @Program Host and/or @Resident Host as necessary
- Ensuring site readiness for hosting in relationship with @Program Host, @Resident Host, @Housekeeping, @Interior Design and Place team
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Accountabilities:
- Producing, tracking, and filing related to property acquisition, boundaries, easements, and surveying
- Liaising with Hulls regarding property management
- Obtaining legal services for land and facilities tasks
- Filing Public Benefit Rating System affidavits before Dec. due date
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Office Admin
Purpose:
Supporting operational tasks and maintaining general use supplies for staff and guestsAccountabilities:
- Ordering all general use supplies and keeping supplies sufficiently stocked as needed or requested from relevant roles (including first aid, emergency supplies, office supplies, guest supplies, and other resources)
- 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 One
- Maintaining petty cash box and reporting balance changes to bookkeeper
- 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
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Office Support
for LeadPurpose:
Organizing, cleaning and beautifying group-use office spaces and storage areasAccountabilities:
- Cleaning and general housekeeping
- Removing recycling and trash periodically, as needed
- Being aware of and alerting @Office Admin to supply stocking needs, or purchasing as needed
- Returning used printer cartridges for recycle with mailing labels provided from @Office Admin
- Maintaining bin for plastic recycling with @Mainland Courier
- Maintaining Burn Bin of burnable recycling for @Resident Host
- Providing accessible storage for EV charger and accessories
- Providing accessible storage for emergency and medical supplies (first aid, power outage, covid tests)
- Maintaining snack baskets and alerting @Mainland Courier to restock needs or purchasing as needed
- Determining purpose and placement of plants in office (if any); maintaining and watering as needed
- Coordinating Lost & Found storage, and determining when items should be donated
- Coordinating with @Mainland Courier when collections of items are prepared for donation pick up
- Organizing and storing event supplies; including easily accessible linens, disposables, signage, vases, nametag badge holders, other decor, or collections of items designated to specific events (eg: Donor Event basket)
- Organizing and storing community use art supplies, magazines, and other info-rack contents (eg. trail maps, donate cards, program brochures), alert @Office Admin to reprint as needed
- Organizing and storing staff and guest use office supplies including: the good pens (G2's), regular pens, note cards, lined note pads, easel markers, easel paper, dry erase markers, post it notes, scissors, paper/bull clips, printer paper (white and colorful), blue tape, packing tape, address labels, other mailing labels and materials, etc
- Organizing and storing fundraising mailing supplies including: thank you envelopes and paper (natural white crest), appeal mailing envelopes, and donor remit envelopes, etc (stamps and mailing labels are kept in rolling filing cabinet)
- Organizing and storing all other printer supplies, tech supplies and equipment with input from @Tech Admin One
- Shredding documents received from @Office Admin
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Accountabilities:
- There are no accountabilities defined for this role.
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Accountabilities:
- Maintaining phone system and phone tree.
- Adding and maintaining Google users, calendars, groups, group membership
- Ensuring renewal of necessary software services (such as Adobe Suite with @Operations, 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
- 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
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Accountabilities:
- Maintaining primary voicemail account.
- Supporting the adding and maintaining Google users, calendars, groups, group membership
- Researching and implementing technology improvements to meet team and participant needs
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.
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Accountabilities:
- Maintaining Annual Maintenance Schedule
- Coordinating with @Facilities Steward to complete work
- Hiring and Scheduling contracts as needed in coordination with @Facilities Steward
- Maintaining current list of maintenance projects
- Liaising with Waldorf admin around road maintenance at entrance in coordination with @Facilities Steward
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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
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Site Plan, Utility and Infrastructure Resource
Purpose:
Organizational resource for site plan, permit and utility information for expansion and new constructionAccountabilities:
- Holding information regarding site plan, site utilities and updating relevant role holders
- Tracking compliance with permit requirements
Purpose:
Connecting human energy with operational opportunities
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Accountabilities:
- Preparing a welcoming gift for new employees
- Coordinating with @Human Resources Policies 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 Policies
- Assuring that the 'new employee admin check-off list' is completed
- Coordinating with @HR & Culture 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
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Accountabilities:
- Maintaining record of employee hire dates, 3-month probationary periods, and PTO initiation
- Responding to WA State Employment Security documentation, including Shared Work and unemployment claims
- Maintaining employee files in secure location
- Responding to employment verification requests
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Accountabilities:
- Fulfill the responsibilities outlined in this document for each coachee: https://docs.google.com/document/d/1zS-RaIBqwPb0-tIYaBxiT4QgJ1UgYaT9/edit
Purpose:
To create and nurture symbiotic relationship with community
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Calendar Architect
for SupportPurpose:
Maintaining calendar of programs, events and staff land and building needsDomains:
- Calendar of events and site activities
Accountabilities:
- Scheduling groups on our calendar
Purpose:
Maintaining aesthetic style and providing furnishings, accessories and decor for all indoor spaces to be welcoming and accommodating for guest needs.
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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.
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Circle Lead
Purpose:
Maintaining aesthetic style and providing furnishings, accessories and decor for all indoor spaces to be welcoming and accommodating for guest needs.Accountabilities:
- There are no accountabilities defined for this role.
Purpose:
To design and implement a celebratory Gala event that engages our donors
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Gala Event Logistics Coordinator
Purpose:
Providing cohesive care in logistic and aesthetic aspects of Gala productionAccountabilities:
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Creating Gala aesthetic concept (theme, look, and feel) and title recommendations in collaboration with @Gala Circle
Bringing aesthetic concept to life by designing, creating, and/or modeling the creation of decor elements
Making a plan for setup and cleanup of place and facilities logistics
Work with @Gala Volunteer Coordinator to identify Gala volunteer needs
Hosting aesthetic ideation meeting with Gala circle members
Mapping use-of-spaces for Gala
Overseeing setup and cleanup of physical spaces for Gala
Purchasing and/or renting needed items for Gala
Overseeing packing, unpacking, storage, delivery, and/or returns of purchased and rented items
Ensuring we have parking attendant/greeter and shuttle services for Gala guests in coordination with @Hosting & Logistics and @Gala Volunteer Coordinator
Designing and procuring gifts for registrants as appropriate
Applying for Special Occasions License at least 45 days prior to event
Communicating Sat overnight registration count to @Hosting & Logistics and Chef
Setting up spaces, furnishings, and decor for Sunday brunch
Building and maintaining a Gala procedure handbook in collaboration with other relevant roles
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GALA FRONT OF HOUSE, TECH AND MEDIA COORDINATION
Managing Gala front-of-house operations, including banking and registration desk materials, systems and activities
Selecting and managing donation recording system (Salesforce or otherwise)
Coordinating all needs for packaging and distributing guests' take-home gifts
Coordinating A/V plans and management for Gala event (lighting, mic, speakers, live and streaming music), working with @Program Coordinator (run-of-show) and @Gala Communications Coordinator (photography, slideshow, film clips)
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GALA PROCUREMENT
Purchasing and/or renting needed items for Gala
Overseeing packing, unpacking, storage, delivery, and/or returns of purchased and rented items
Procuring beverages (purchased and/or donated)
Procuring raffle prize (bourbon & glasses)
Providing information to @Donation Caretaker about all procured item donations, for purposes of thanking donors
Inviting photographer(s) in coordination with @External Communications
Ensuring we have shuttle services for Gala guests in coordination with @Hosting & Logistics
Procuring flowers
Listing all procured items on expense report
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KITCHEN LIAISON
Coordinating Gala menu and food service with Chef and other relevant roles. Integrating Gala beverage service plans (below).
Coordinating Gala beverage supplies and service, working as needed with @Program Coordinator and @Gala Volunteer Coordinator
Coordinating Sunday breakfast or brunch menu and food service with Chef and other relevant roles as appropriate
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