Retreats Coordinator

Summary:

The Retreat Coordinator will serve in a hands-on role to coordinate and execute all of the communication, logistics, facilities, and staff involved in providing Camp Cho-Yeh retreat guests with a high quality, hospitality-minded experience. This role is ideal for a relational, organized, and customer focused individual who desires to provide extraordinary service to all guests. Camp Cho-Yeh has a culture that is deeply committed to excellence and teamwork as we seek to be a place where Jesus Christ transforms lives through meaningful relationships and outdoor adventures.

Essential Job Functions: 

Event Coordination

Most guest retreats happen over weekends, and Retreat Coordinators are expected to be on-call when their assigned group is on site. Days and hours worked will vary throughout the year, and the Retreats Manager will work with Coordinators to manage their schedule appropriately.

• Pre-Arrival:

  • Work with group leaders to gather all necessary information from group leaders

  • Create collaborative group schedules in Google Sheets to reflect goals and outcomes of retreat groups

  • Schedule available resources to meet group needs (staffing, A/V, recreation, etc.)

  • Communicate group needs to all related departments (Slack is our main staff communication tool)

• During Events:

  • Be the heart & face of Camp Cho-Yeh to group leaders and guests

  • Champion a customer-obsessed, hospitality-minded experience for group leaders and guests

  • Provide leadership, communication, and development to Compass and event staff

  • Troubleshoot logistical challenges and emergencies that arise

  • Coordinate group evaluation process, invoicing, and rebooking

  • Communicate changing needs to related departments

  • Actively participate in group servicing as needed

  • Coordinate shut down and turnover of camp facilities for future group arrivals

• Post Event:

  • Write handwritten group Thank You notes

  • Send online feedback forms

  • Follow up with group by phone to debrief the experience for future events and to address any issues

  • Maintain strong ministry partnership-minded relationships with group leaders

  • Coordinate rebooking process with a goal of creating long term ministry partners

• Locations - Camp Cho-Yeh coordinates groups at 3 separate locations and all coordinators will be expected to learn each site and be able to work with groups at each location as assigned. The current role being hired for will base out of Carolina Creek in Huntsville, but often be in Livingston for all team meetings and coordinating Central or Boxwoods groups.

  • Central Camp, August through May - 2200 S Washington Ave, Livingston, TX 77351

  • Boxwoods, May through August - 500 Lazy Lane, Livingston, TX 77351 (on Lake Livingston)

  • Carolina Creek, year-round - 84 Wimberly Lane, Huntsville, TX 77320

Staff Supervision

• Retreats Assistant:

  • Assist in, training, caring for, and supervising Retreats Assistant

  • Assist in overall care for and development of Assistant

• Event Staff/Gap-Year Students (casual/hourly employees):

  • Assist the Adventure and Recreation Manager in recruiting, hiring, training, and supervising event staff/ Gap-Year students for recreational/retreat needs

  • Assist in overall program of staff development, discipleship, supervision, and care

Additional Areas of Focus:

• Assist in the development and execution of various marketing efforts including but not limited to creating marketing materials, cross promotion with Summer Camp, website maintenance, tours, promotional events, sales, follow-up calling, and visits to user groups

• Work with Retreats Department staff to continually evaluate and refine retreat hosting and servicing methodology and training

• Other tasks as assigned or needed

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• A strong track record of delivering results through high performance teams coupled with a willingness to commit to a ministry and salary commensurate with a nonprofit.

• Experience working with all levels of staff, with demonstrated ability to establish trust and relationships with others.

• Excellent project management and communications skills with the ability to work across all functions and levels of an organization (specific proficiency in Google Apps (Sheets, Docs, Calendar, Gmail, etc.) a big plus).

• Proven track record of success participating actively in progressive organizational change and development within a rapidly growing ministry.

• Strategic thinker who thrives in a fast paced environment and knows how to make wise decisions on the fly; creative problem-solver.

• Highly accountable and results-driven with the ability to set and use goals that guide action and objectively measure performance.

• Strong passion for Camp Cho-Yeh’s mission coupled with the ability to identify/integrate into its culture.

• Strong spiritual life and visible devotion to Christ.

• Demonstrated ability to cultivate healthy relationships, to maintain strong family ties, and to offer gracious hospitality to a wide demographic that includes people of diverse ethnicity, religious affiliation, age, and lifestyles.

• Ability to work/reside in the Camp Cho-Yeh’s vicinity year round and occasionally travel for training or networking.

SUPERVISORY RESPONSIBILITIES  

Carries out limited  supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 

EDUCATION and/or EXPERIENCE  

Bachelor’s degree or equivalent from four-year college or technical school; and six months to one year related experience and/or training; or equivalent combination of education and experience. 

LANGUAGE SKILLS 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization. Bilingual Spanish/English given preference.

MATHEMATICAL SKILLS  

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry. 

REASONING ABILITY  

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

TIME MANAGEMENT ABILITY 

Ability to effectively manage their own time and have great attention to detail. Ability to show initiative and function as a self-starter.  

PHYSICAL DEMANDS 

While performing the duties of this job, the employee is regularly required to sit; use fingers and hands to handle or feel; reach with hands and arms; and talk or hear.  The employee is regularly required to stand and walk.  The employee must regularly lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT 

Ability to work within a shared and open office space. At times expected to work outdoors on projects in varying weather conditions.