Summary of Position
Spirit Rock is seeking a mission-centric, collaborative, action-oriented person to lead the retreat operations team. The Retreat Operations Manager is the primary role that devotes itself to the oversight of logistical planning, implementing and managing every campus-based Spirit Rock program (150+ annually) whether residential retreat, multi-day non-residential retreat, drop-in class, day retreat, special event and/or benefit either directly or via supervision of Retreat Operations staff. The Retreat Operations Manager develops solid relationships with teachers, partners well with other Spirit Rock department managers and provides exceptional customer service for all practitioners. The Retreat Operations Manager is also responsible for the implementation of our on-site COVID protocols. Successful candidates must have past supervisory experience and exceptional performance management skills.
All operations staff work together to complete the needed duties for on-site programs 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 an attitude of 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.
Please note: This is a full-time onsite position.
- Ensure proper logistical planning, execution and reconciliation of all Spirit Rock programs (residential retreats, daylongs, multi-day non-residential retreats, benefits and special events) in the Residential Retreat Center and the Community Meditation Center.
- Develop and implement consistent processes and procedures for pre/during/post retreat logistics.
- Hire, supervise, train and manage all retreat staff consisting of two Retreat Support Associates who live onsite in staff housing, three Retreat Coordinators, one AV Engineer and occasional “extra hires” as needed.
- Assess employee utilization and workload to determine appropriate staffing levels. If appropriate, develop a business case to add/subtract/supplement headcount.
- Programs: develop and implement clear guidelines that ensure effective hand-off between initial program booking and retreat operations.
- Facilities: maintenance and cleaning of all retreat spaces as well as retreat set-up and parking support. Collaborate during the annual budget process to ensure ongoing care facility needs/upgrades are included in fiscal planning.
- Development: ensure all components of donor retreats meet the goals of the Dev department. Work with Dev on the meal dana system and post-retreat dana collection.
- Communications/Marketing: ensure alignment between marketing messages (including website) and retreat operations.
- Registration: ensure that operations are aligned w/ registration statistics. Ensure appropriate allocation of scholarships and work-exchange meet the needs of the program.
- Kitchen: work w/ kitchen on all catered programs to ensure smooth operations including pre/during/post for all catered programs as well as special dietary needs for teachers/practitioners.
- Finance: monitor, review, and approve reimbursement requests for all retreat-related expenditures, including supplies and teacher travel.
- Ensure ongoing fiscal year budgets are on target for Retreat Operations.
- Ensure that the teacher’s vision for each retreat is being operationalized to the fullest extent possible.
- Develop solid relationships with individual teachers and teaching teams.
- Partner deeply with coordinating teachers and the teaching team to provide them with a high-touch, customer service experience while teaching at Spirit Rock.
- Ensure appropriate communication related to attendance numbers, handouts, audiovisual and other logistical needs is offered to the teachers before, during and after the retreat.
- Ensure effective feedback opportunities for teachers related to the organization and logistics of the event.
- Ensure all retreat participants receive hospitable and friendly care during their retreat.
- Ensure retreat participants with special needs such as mobility challenges are accommodated to the best of our ability.
- Ensure all emergency situations are handled and practitioners are appropriately cared for via onsite retreat support staff and/or outside medical help if necessary.
- Five + years of experience in high-volume, high-touch event and/or hospitality management.
- Five + years of supervisory experience including annual review and goal setting.
- Experience in building partnerships with key stakeholders including teachers, guests, and donors.
- Experience with and training about issues related to “Diversity, Equity and Inclusion” and a willingness to take an active role in organization-wide inclusion work related to race, ethnicity, physical ability, gender expression and identity, sexual orientation and age.
- Experience in process development, documentation, implementation and follow-through as related to project or event management.
- Flexible schedule – willing and available to work nights, weekends and holidays when required. Experience with Google docs, Asana, Slack, Raiser’s Edge, Retreat Guru or equivalent software a plus.
- Knowledge of Theravada and other teachings as appropriate for Spirit Rock and ongoing Dharma practice a plus.