Retreat Coordinator

Campus Operations · Woodacre, California
Department Campus Operations
Employment Type Full-time Regular
Minimum Experience Mid-level
Compensation Annual Salary and Employer paid health and wellness benefits

Set among 400-plus acres of serene oak woodlands in the secluded hills of West Marin County, California, Spirit Rock Meditation Center is a refuge from everyday life where it's truly possible to quiet the mind, soften the heart and see life in a new way. Spirit Rock’s vision is to bring people to a depth of realization of the Buddha’s path. This vision is realized by Spirit Rock’s mission of providing individuals with teachings to manifest wisdom. Spirit Rock offers Dharma teachings, insight meditation retreats and programs to all levels of practitioners.


We know by experience, prioritizing diversity and inclusion throughout our hiring process allows equitable treatment and accessibility to everyone seeking employment at SRMC. We strive to create a workplace culture that reflects the communities we serve and empowers everyone to bring their full and authentic selves to our teams. All employees have the responsibility to treat fellow employees with the utmost of respect and dignity, at all times.


 In conjunction with our Diversity, Equity and Inclusion (DEI Plan) Spirit Rock Meditation Center (SRMC) is committed to a diverse workplace environment where everyone is welcome. We honor and celebrate different ideas, voices, perspectives and backgrounds that help us create a robust and innovative multicultural organization.

Summary of Job

The Retreat Coordinator is responsible for on-site administrative coordination of all retreat programs at Spirit Rock including residential retreats, multi-day non-residential programs, day-long retreats and drop-in programs. We are looking for events professionals with a background in logistical management and customer service. This role includes extensive public contact with practitioners, teachers and other staff members.  

All operations staff work together to complete the needed duties while we are ramping up post-COVID shut-down and always during normal circumstances when someone is on vacation, retreat or out sick. This means you may have to take on tasks outside the normal scope of your job. Flexibility and a strong commitment to service are a requirement for this role.

Qualified candidates who self-identify as a Black Indigenous Person of Color (BIPOC) and/or are part of the LGBTQI community are especially encouraged to apply.  


Specific Responsibilities

Retreat Logistics

  • Broad Skill Range: Pre-program and on-site coordination for approximately 50 programs which range in complexity/scope from a two-month residential retreat to a two-hour non-residential program. 
  • Logistical Planning: Planning all retreat details including, but not limited to, coordinating welcome and guest check-in, meditation hall set-up, teacher travel and housing needs, practitioner rooming lists, special dietary needs, décor and musician coordination for special events and AV oversight. 
  • Team Collaboration: coordinate with teachers, facilities, kitchen and other Spirit Rock staff and departments as needed.
  • Post-Retreat Needs: reporting including retreat debrief, volunteer report, teacher follow up, internal communications and financial tracking. 
  • Supervision: Train and supervise volunteer retreat staff; work with Spirit Rock’s Volunteer Coordinator on best practices in volunteer recruitment and supervision. 
  • Financial Management: Process and track donation income according to established Spirit Rock financial procedures. 
  • Office Management: Hold office hours during residential retreats and be available for teachers and practitioners for questions and administrative duties as assigned. Research and shop for retreat supplies as needed.
  • Audio-Visual: Ensure and maintain appropriate audio equipment needed for sound/recording needs. Work with sound technicians as needed for retreats, benefits and special musical programs. Ensure dharma talks are recorded and uploaded to appropriate cloud service. 
  • Online Retreats: coordinate with online operations to execute retreat programs that are offered both onsite and online so teachers and practitioners have a quality experience regardless if they are in-person (on the land) or attending our retreat virtually. 
  • Maintain Retreat Center Beauty/Cleanliness: monitor the campus daily for cleanliness and organization, maintain organization of storage areas. Complete caretaker maintenance requests for needed repairs, supplies, etc. and follow up to ensure completion of request.

 

Teacher Engagement

  • Logistics: Primary pre-program contact for approximately 50 programs yearly; responsible for ensuring teacher requests can be accommodated, including AV, room set-up needs, handouts and administrative duties as requested.
  • Onsite Support: Be consistently available for the teachers: coordinate messages and schedules, perform retreat-related administrative office work including interview coordination. 
  • Marketing Support: Communicate enrollment to teachers and assist them in advertising programs to their distribution lists and social media outlets. Work with teachers at the end of their programs to help publicize their mailing list sign-ups and publications. 

Service Perspective

  • Quiet Support: Create and maintain an atmosphere conducive to teaching dharma retreats; graciously support teachers, participants and volunteers, create a welcoming and supportive container for retreats, while staying on top of retreat details. Ability to modulate energy level and behavior to fit in with the energy level of the retreat. 
  • Communication and Interpersonal Skills: required to network with a wide variety of individuals including practitioners, teachers, vendors and fellow staff members.
  • Service-oriented: Ability to be patient, gracious and supportive in sometimes difficult and stressful situations;  previous experience with intense customer service roles a plus.
  • Calm under Pressure: ensure practitioners are cared for in emergency situations whether handled personally and/or with outside medical help as needed.  


On Going Meetings & Trainings

  • Meetings: Participate in all required staff meetings including regular one to one with supervisor, monthly all-staff meetings, staff dharma sessions, annual staff retreat and other staff meetings as requested. 
  • Training/Emergency Preparedness: CPR/First Aid training every two years and all other health and safety training as required. 


Qualifications

  • Three+ years in event and/retreat coordination. This role is suitable for a meeting and event professional with a background in hospitality and meeting management. 
  • Ability to juggle multiple tasks and remain detail oriented.
  • Excellent verbal and written communication skills.
  • Flexible schedule: work schedule includes one weekend day each week (Tue-Sat or Sun-Thurs). 
  • Must be able to work some evenings and be flexible in scheduling to cover retreats as needed. 
  • On-site presence required to staff retreats. 
  • Excellent skills in MS Word, Outlook, and Excel. 
  • Experience supervising volunteers at events strongly preferred. 
  • Familiarity with Spirit Rock program offerings preferred.
  • Familiarity with a retreat center environment is preferred.
  • Experience with Retreat Guru or other registration software is a plus. 
  • Familiarity with Spirit Rock and meditation retreats a plus. 

Thank You

Your application was submitted successfully.

  • Location
    Woodacre, California
  • Department
    Campus Operations
  • Employment Type
    Full-time Regular
  • Minimum Experience
    Mid-level
  • Compensation
    Annual Salary and Employer paid health and wellness benefits