Cathy Buller
Operations
Fundraising
Community
Gala Event
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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50th Anniversary
Purpose:
To design and implement a celebratory 50th anniversary that engages our communityAccountabilities:
- 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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Covid Health
Purpose:
Create Covid-19 safe practices and protocols for staff, retreat participants, and visitors to the Whidbey Institute.Accountabilities:
- Gathering and compiling information on Covid-19 safe practices and protocols related to retreat groups and onsite staff.
- Proposing materials and equipment necessary to comply with Covid-19 safe practices and protocols.
- Developing guidelines for Covid-19 safe practices and protocols for staff and board.
- Developing guidelines for Covid-19 safe practices and protocols for retreat groups.
- Disseminating Covid-19 safe practices guidelines to all staff.
- Creating printed information with @External Communications on Covid-19 safe practices guidelines relevant to onsite retreat participants, staff, volunteers, and the visiting general public.
- Developing protocol in the case of a staff member or retreat participant coming down with Covid-19.
- Acquiring an inventory of necessary equipment such as rapid antigen tests
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Accountabilities:
- Building reports in the database
- Syncing email addresses from database to email platform
- Downloading program reports from registration platform to database
- Entering program participants in database under program campaigns upon event close
- Maintaining accurate information in database, and cleaning and updating as needed
- Updating target audience lists
- Entering new contact information in the database monthly (e.g., newsletter signups, new donors)
- Keeping accurate relationship/program records in database
- Generating and exporting mailing lists from database (email and physical)
- Cleaning and sorting reports for use in mail merges
- Maintaining current staff and board contact lists
- Keeping targeted mailing lists up to date and synced between Salesforce and Mailchimp
- Sensing needs and opportunities for database improvements and making those improvements with @Business Operations support
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Accountabilities:
- There are no accountabilities defined for this role.
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Mainland Courier
Purpose:
Supporting pickup/dropoff needs for items & services not available on Whidbey IslandAccountabilities:
- Procuring food & supplies (e.g., from Costco or PCC) and bringing to Whidbey Island
- Dropping off unwanted items at mainland thrift store(s)
- Bringing recyclables to mainland collection site (e.g., plastics & cardboard)
- Helping with other miscellaneous tasks connected to moving goods & people between the island and mainland
- Coordinating with Office Admin or other relevant roles about mainland needs
Purpose:
Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources
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Database Explorer
Purpose:
Mine the database to help us understand who our donors have been and what are their patterns of givingAccountabilities:
- Creating database reports for donor fundraiser roles to support their relationship building
- Creating database reports for @Giving Programs to support fundraising program design
- Designing, generating and sharing reports of value, and responding to requests for reports
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Accountabilities:
- Updating the donor database
- Entering all fiscal and in-kind donations in the database
- Generating thank-you letters for all fiscal and in-kind donations
- Keeping records of all sent donor letters
- Generating and exporting donation reports from database
- Generating mail merge letters for donors, appeals, and announcements
- Syncing and reconciling database donor report with Quickbooks report for accuracy
- Downloading reports from online giving platform for database
- Keeping targeted mailing lists up to date and synced between Salesforce and Mailchimp
- Tracking and reporting appeal campaign gifts
- Collecting funds from third-party giving sites such as CommitChange, Benevity, Paypal Giving, Fidelity Marketplace and sending reports to @Bookkeeper and @Donation Caretaker
- Creating thank you letters for new donors twice a year
- Creating thank you letters to monthly donors twice a year
- Tracking and collecting funds from pledge donors with support from @Major Donor Fundraiser
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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
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Accountabilities:
- Designing fundraising events and developing work plans
- Designing letter campaigns and developing work plans
- Designing online campaigns and developing work plans
- Designing estate planning giving communications and practices
- Designing Fund for Preservation of Place endowment
- Designing and maintaining In-kind giving practices
- Deciding who writes personal notes on all thank you and appeal letters
- Promoting monthly giving option
- Designing donation requests with @External Communications for placement in monthly newsletters and on website
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Accountabilities:
- Printing, stamping, addressing, and mailing in-house fundraising correspondence
- Liaising with @Giving Programs and @Fundraising Writer to ensure timely mailing completion
- Purchasing all materials for mailing based on @Fundraising Writer specifications
- Designing complete mailers, including envelopes, stamps, labels, and enclosures, for in-house and outsourced mailings
Purpose:
Evolving Whidbey Institute into an anti-racist organization
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Equity Support
Purpose:
To provide equity support for people in past, present and future relationship with the Whidbey Institute.Accountabilities:
- Working to bring equity issues to the larger organization with support from the Equity in Practice Circle
- Partnering and advocating with and for people bringing equity issues to larger circle(s)
- Documenting feedback and experiences related to equity at the Whidbey Institute
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Domains:
- All governance records of the Circle
Accountabilities:
- Scheduling regular Tactical Meetings for the Circle
- Capturing and publishing Tactical Meeting outputs
- Scheduling Governance Meetings for the Circle
- Capturing and publishing the outputs of the Circle’s Governance Process
- Interpreting the Constitution and anything under its authority upon request
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Staff & Board Anti-Racist and Equity Learning
for BudgetPurpose:
Whidbey Institute staff and board members engage in anti-racist and equity learningAccountabilities:
- Defining goals & resources for anti-racist and equity learning for staff and board members
- Defining a budget to make the anti-racist and equity learning goals achievable
- Defining anti-racist and equity learning expectations and benchmarks for staff and board members
Purpose:
To create and nurture symbiotic relationship with community
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Community Engagement
Purpose:
Connect community members and families with our trails, labyrinth and common space activitiesAccountabilities:
- Curating and scheduling community events in coordination with @Calendar Architect
- Communicating with other relevant roles to ensure marketing, registration building and monitoring, and financial close
- Proposing, designing, and implementing community festivals and events on trails, labyrinth, and commons spaces
- Cohosting non-contract events with community and program partners
Purpose:
To design and implement a celebratory Gala event that engages our donors
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Accountabilities:
- There are no accountabilities defined for this role.
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Accountabilities:
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Coordinating expense budget for Gala with input from @Gala Fundraising Strategist
Communicating budgetary concerns to Chef, @Gala Event Coordinator, @Gala Volunteer Coordinator, and other relevant role holders
Collecting donations from donors
Communicating final fundraising numbers to @Bank Relations
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