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

    for Multi-day Heartland programming

    Purpose:

    Unspecified

    Domains:

    • Calendar of events and site activities

    Accountabilities:

    • Scheduling groups on our calendar
  • Hosting & Logistics

    Purpose:

    Creating a hospitable, nourishing, safe, and easy flowing experience for program leaders, participants and visitors

    Accountabilities:

    • Providing tours of land and facilities to potential new organizational or program leader partners
    • Coordinating and managing registration, facility set-up, arrival, lodging, and meals for program leaders and participants
    • Coordinating with @Event Host in scheduling @COVID Testing & Vaccination Verification role holders as needed for program participants
  • Office Presence

    for Thursday

    Purpose:

    Guests and service providers visiting the Whidbey Institute office are welcomed and their needs are supported

    Accountabilities:

    • Answering telephones
    • Responding to arising guest and visitor needs
    • Responding to lots of questions
    • Providing consistent office presence
  • Trail scout

    Purpose:

    Timely feedback regarding trail care needs

    Accountabilities:

    • Walking or running the trail system to identify areas of the system that need care
    • Marking areas of concern on map and taking photos to share information for the kind of care needed
    • Initiating trail review after major weather events, high-growth seasons, and when requested
Purpose: Connecting human energy with operational opportunities
  • Employee Onboarding & Offboarding

    Purpose:

    Unspecified

    Accountabilities:

    • Creating a welcoming physical environment and preparing a welcoming gift for new employees
    • Defining, updating, and coordinating the onboarding and offboarding processes for employees.
    • Introducing new employees to other team members via email and, when possible, in person.
    • Obtaining relevant documentation and signatures for new employees: W-4 Form, I-9, direct deposit information, providing to @Bookkeeper and @Human Resources
    • Completing the 'new employee admin check-off list' is completed
    • Explaining human resources policies, procedures, laws, and standards to new and existing employees.
    • Managing records and paperwork related to employee hiring, onboarding, and offboarding.
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
  • Campus Tours

    Purpose:

    Interested individuals and groups are guided to understand the Whidbey Institute's campus and facilities

    Accountabilities:

    • There are no accountabilities defined for this role.
  • Contract Administrator

    Purpose:

    Unspecified

    Accountabilities:

    • Forwarding all client contract-related logistic details to concerned roles (via Google Cal, Smartsheet, emails)
    • Tracking and collecting payments
    • Checking in with clients regarding upcoming events
    • Collecting data to prepare final invoicing after events
    • Sending final invoice to clients
    • Modifying contracts as directed by @Calendar Architect
    • Discerning continued fit and creating all programmatic contracts for returning programs
    • Signing all program and rental contracts
    • Optimizing group scheduling with @Calendar Architect
    • Working with @Calendar Architect to design agreements for new programs
    • Completing monthly financial close with @Bookkeeper
  • Lead Link

    Purpose:

    Creating a hospitable, nourishing, safe, and easy flowing experience for program leaders, participants and visitors

    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
  • Lost and Found

    Purpose:

    Lost items are cared for and returned when possible

    Accountabilities:

    • Responding to inquiries regarding lost items
    • Storing and labeling 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
  • Registrar

    for Transitioning In

    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