Retreats Coordinator

Overview

Position Type

Full Time

4 Year Degree

Travel Percentage

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:

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

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.

Experien…