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Contract Administration & Business Operations

Posted by
Whidbey Institute
|
Clinton, WA
New
|
Published 26 days ago

Contract Administration & Business Operations

Posted September 1, 2021


POSITION

This is a full-time position comprising roles from Hosting & Logistics and Business Operations circles. At the Whidbey Institute, full time positions are based on a 34 hours-per-week structure. The primary activities are: 

  • 40% Business Operations. This role cares for our team’s operational needs. It involves bookkeeping, processing monthly payroll, submitting reports and payments to governmental bodies, and tending to technology needs (such as working with our local telephone company for services, creating new users in Google, and bringing creative and adaptive capacities to addressing surprises such as glitches with the printer or resetting wi-fi routers). 
  • 60% Contract Administration. This role works with organizations and program leaders to create agreements that support both the experiences of people gathering on our campus and our mission and organizational goals. It involves building contracts in Excel, creating invoices and processing payments, coordinating logistical details, working with other members of our internal team to address needs as they arise, completing a financial close at the end of each event, and scheduling groups’ future sessions. 


SKILLS

This work is focused on administrative activities and requires strong customer service skills. It calls for attention to detail, a passion for accuracy, navigating many changing variables, fluency with spreadsheets, and comfort with budgeting and record-keeping. Our customers include program leaders and program registrants. The person in this job will collaborate significantly with other members of our Whidbey Institute team, with a leadership mindset and self-management capacities. 

The right person for this job enjoys people and has strong software fluency, financial acuity, and a talent for keeping a lot of balls in the air. Experience in office management, sales, or hospitality industry booking will come in handy. Familiarity and comfort with a range of software and technology platforms is important. Creativity, initiative, and a comfort with asynchronous collaboration will help you manage customer relationships, schedule programming, and document contractual agreements. You’ll set priorities and evolve practices in your roles. Some aspects of your work will involve identifying and hiring suitable contractors for work such as technology systems upgrades and repair.


A TYPICAL DAY

Once your training period is complete and you are able to work independently, you may begin your day by responding via email to questions from program leaders who are at different stages of their event timeline, such as a question from a program leader who is arriving next week, followed by a question from an administrative support person from a group that will be arriving in six months. 

You may then be on the phone, responding first to a message from a program leader who would like to visit the campus later in the week to explore the possibility of holding their work at the Whidbey Institute and then to a message from our Whidbey Institute Treasurer about this months’ income and expenses. 

You may chat for a bit with a person who pops their head into the office, wondering just what this place is about. You may share with them a short story about what we do or how you’ve experienced the Whidbey Institute, give them a trail map, point out your favorite trails, and recommend places to explore or sit on the land.

You may work on wrapping up the financial details for the group who completed their stay yesterday, then support our resident caretaker with some last details for the group arriving in the afternoon. You may then create and send a proposal for a new group that would like to schedule a four day, full campus retreat one year from now.

You might close the day by printing out the month’s timesheets from the team to ensure that you have everything you need tomorrow to process payroll.


WHIDBEY INSTITUTE PURPOSE

Our purpose is to nurture the conditions for transformative learning, healing, and growth in service to a future in which people and planet thrive together. To serve this purpose, we center these principles:

Dignity: in centering dignity we recognize the inherent value and worth of each being. We recognize one another and all beings as sentient and worthy of love. 

Equity: in centering equity we recognize we live in a culture and society that actively undermines the dignity of many. We acknowledge the imperative to dismantle systems of oppression, starting with our own mindsets and ways of being. 

Regeneration: in centering regeneration we recognize the imperative to live in alignment with life and the need for the restoration of ecosystems and ecological communities. We commit to rooting ourselves once again in the community of life.

Symbiosis: in centering symbiosis we recognize that generative relationships are mutually uplifting, and that our relationships—from how we structure our organization to how we steward the land to how we partner with others—can enhance outcomes for all. 


ORGANIZATION AND CULTURE

Reading this position description, you may have noticed some strange language, such as our description of this position comprising roles in different circles. There's a good reason behind this. To ‘walk the talk’ of our organizational purpose, we recognize the limitations of typical, title-based hierarchical structures. In response to the world’s need for systems that liberate more human energy for the work that matters most, we have grown into a unique (and rather remarkable!) structure. Our organization strives for mutually beneficial symbiosis between operational excellence and human wellbeing. We use the Holacracy Constitution to govern our operations and an explicit Social Agreement to consciously evolve our culture. 

We invite applicants with experience or interest in self-organization and distributed leadership who are willing to learn new ways of organizing how we work together. By joining the Whidbey Institute, staff members agree to participate in the conscious co-evolution of cultural conditions that invite collective health, wholeness, and integrity.

Our system relies upon each of us within the organization to sense and respond to challenges, tensions, and opportunities with creativity, resourcefulness, and whole-hearted presence. We value open communication, inclusivity, and equity.

There may be a steep learning curve, and you may have many of your assumptions about organizational life challenged. People tend to succeed in our team when they have capacities for self-reflection and great interpersonal skills. 


SCHEDULE & COMPENSATION 

This is a full time, permanent, salaried, exempt position. In the spirit of promoting wholeness and life balance, full time is defined as 34 hours per week. 

The salary range for this position is $44,200–$49,500 per year (equivalent $25–$28/hour), DOE. We are fully transparent about compensation among all members of our team, with this range of compensation being in alignment with other roles with equivalent responsibility in our organization.

This job is best fulfilled with occasional office presence, generally between 10 am and 4 pm, two to three days per week. Working from home is welcome when focused time is needed, and encouraged if it supports meeting the accountabilities and responsibilities of the work.

Benefits include paid time off beginning at two weeks per year and expanding to three weeks per year by the third year of employment, paid holidays, family leave, and a paid sabbatical program after 8 and 12 years with the organization.


DESIRED QUALIFICATIONS & QUALITIES 

• Proven work experience in detailed office management, operations, or similar roles.

• Exemplary people skills and proven ability in customer service and long term relationship building.

• Software skills (Excel, Google products, Quickbooks or NetSuite, Salesforce or other CRM packages). 

• Budgeting and financial experience. 

• Excellent verbal and written communications skills. 

• Bachelor’s degree in business or nonprofit administration, a related field, or equivalent experience. 

• Resonance with the mission and purpose of the Whidbey Institute. 

• Familiarity with or enthusiasm to learn about distributed leadership systems.

• Ability to contribute effectively to a high-functioning team without a ‘boss’.

• Alignment with the values of equity, dignity, regeneration, and symbiosis, including a personal commitment to anti-racist learning and action.

• Ability to work onsite at our South Whidbey office two to three days per week.

• Preference given to residents of South Whidbey Island, or Puget Sound residents willing and able to

relocate to Whidbey Island. Relocation assistance is not available.

SELECTION PROCESS 

• Applications are explicitly invited from people of all identities and backgrounds. 

• Applications received by Friday, September 24 will receive priority consideration; position will remain open until filled. 


APPLY

• Fill out the form at whidbeyinstitute.org/biz-ops-apply-2021. You’ll be asked to answer a few questions and upload a resumé or CV and cover letter. Please answer each question in three to four sentences.

• Form questions include: 

  • Describe a time when you handled complex organizational or administrative details.
  • Do you play well with others? How?
  • Describe a time when you dealt with ambiguity.
  • What are some conditions that foster equity and inclusion?
  • Tell us about your experience with, and specific ways you’ve used, Microsoft Excel; accounting software; and/or database software.

• Email work@whidbeyinstitute.org if you have questions about this process, or if you need accommodation because of a disability for any part of the employment process.

Contract Administration & Business Operations

Posted September 1, 2021


POSITION

This is a full-time position comprising roles from Hosting & Logistics and Business Operations circles. At the Whidbey Institute, full time…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 1, 2021
  • Application Deadline
    September 24, 2021
  • Professional Level
    Professional

Salary

USD 44,200 - USD 49,500Salary is based on a 34 hour average work week (equivalent $25–$28/hour)

Benefits

Benefits include paid time off beginning at two weeks per year and expanding to three weeks per year by the third year of employment, paid holidays, family leave, and a paid sabbatical program after 8 and 12 years with the organization. Working from home is welcome when focused time is needed, and encouraged if it supports meeting the accountabilities and responsibilities of the work. Office presence is required two to three days per week on average.

Benefits include paid time off beginning at two weeks per year and expanding to three weeks per year by the third year of employment, paid holidays, family leave, and a paid…

Level of Language Proficiency

English language fluency required.

English language fluency required.

Location

On-site
Clinton, WA, USA

How to Apply

View the full position description and application instructions here: https://whidbeyinstitute.org/work-with-us/


Preference given to applications received by September 24. Position open until filled.

View the full position description and application instructions here: https://whidbeyinstitute.org/work-with-us/


Preference given to applications received by September 24…

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