Madisun Clark-Stern
General
People Operations
Hosting & Logistics
Business Operations
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.
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.
-
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.
-
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
-
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.
-
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 onsiteAccountabilities:
- 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
-
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 guestsAccountabilities:
- 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
-
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
-
Accountabilities:
- Picking up mail
- Taking deposits to bank
- Taking outgoing mail to post office
- Checking donation boxes
-
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
-
Accountabilities:
- Processing incoming and outgoing mail.
- Preparing deposits for @Courier, and distribute check copies to affected role holders
-
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
-
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
-
Accountabilities:
- Attending relevant community meetings
- Reporting on developments happening in community collaborations
- Representing Whidbey Institute in community collaborations
-
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.