Retreats Coordinator

Cal-Wood History and Mission: Cal-Wood has provided residential environmental and outdoor education programs to hundreds of thousands of Coloradans since 1982 at our 1,200-acre classroom located west of Boulder, Colorado.  Cal-Wood's mission is to offer unique outdoor educational experiences to all ages, including those who would not otherwise experience nature, through our Residential Science School Program, Summer Camps, Latino Family Camps, and High School Students Research Programs. Cal-Wood has received several national and local awards because of our quality programs and our service to linguistically diverse audiences. 

Position Overview: The Retreats Coordinator is responsible for working with the Director of Programs to oversee all non-school groups, retreats, and property rentals.  The position is responsible for communicating with clients to maintain a high quality client experience before, during and after retreats. This person will actively work to cultivate community relationships in order to grow partnerships and increase retreat participation.  

Job Duties: 

• Reply to retreat and rental inquiries about Cal-Wood facility use
• Finalize dates, and follow-through with cost options and contracts to complete booking
• Collect and maintain contact information for groups for our email lists and newsletter
• Maintain relationships and consistent communication with community groups and retreats organizations
• Assess the suitability of the potential customer to Cal-Wood’s mission and facilities
• Market retreats to community organizations in order to fill available vacancies.
• Communicate with the rest of the program staff to balance facility use and strategic plan goals 
• Make sure the kitchen and maintenance department have the information they need to provide a good experience for guests
• Act as liaison between Cal-Wood and groups renting our facilities, including coordinating team building and other programming that may be requested
• Greet incoming retreat groups, providing them with a packet of info and a thorough orientation
• Be available for on site check in when a group is on site and be available by phone when not on site for questions or issues that may arise
• Be on site the day of their departure to check them out. This includes making sure tables / chairs are reset, cabins are empty, and sheets are returned
• Work with Office Manager after a retreat to complete invoicing and send follow up evaluations and booking information for future events
• Assist maintenance staff after groups have left to assure facilities are ready for future programs
• Attend community events to promote Cal-Wood and it’s programs
• Assist school and family programs with logistics, evaluation and onsite chaperone engagement
• Other duties as assigned by the Director of Programs 

Qualifications: 

• Bachelor’s degree in nonprofit management, communications, business administration, or a related field
• Excellent written and verbal communication skills
• Demonstrated ability to work collaboratively with colleagues
• A deep commitment to the mission and values of our organization
• At least 3 years experience in customer service
• Experience with marketing and logistics 
• Comfortable speaking in front of large groups 
• Excellent problem solving skills
• Likes to be outdoors
• Initiative to work independently
• Strategic thinker
• Time management skills
• Familiarity with Google Drive, Docs, and Forms required 

Working Schedule: This position is part time with the option to be full time dependent upon the applicant’s skillset.  This person can work remotely when retreat groups are not onsite, but will need to be onsite most days in the summer. 

Special Requirements: Weekend and evening hours are required. Must be able to pass a comprehensive background check. A reliable vehicle and confidence with mountain driving is required.

Starting Date: Flexible, until position is filled but no later than June 1, 2024.

Salary: $23-25/hour depending on experience.  Benefits available should this position become full time.