Program Planner

Department: Programs
Employment Type: Full-Time, Non-Exempt
Reports To: Head of Programming, SOCARE
Location: Southern California; supports Big Bear Retreat Center (BBRC) and La Casa de Maria (LCdM)
Wage Range: 29.00–33.00/hour
Organization: Southern California Retreat Foundation (SOCARE), operating Big Bear Retreat Center (BBRC) and La Casa de Maria (LCdM)

POSITION SUMMARY

The Program Planner supports the development, booking, and coordination of mission-aligned programming across SOCARE's retreat properties, including Big Bear Retreat Center (BBRC) and La Casa de Maria (LCdM).

This is a hands-on programming and administration role responsible for supporting programs from initial inquiry and presenter, teacher, and organizer communications through to booking, contracting and registration. The Program Planner manages administrative and coordination details including inquiry forms, initial outreach, presenter agreements and contracts, program information, and communication with internal teams and external partners.

Working under the direction of the Head of Programming, the Program Planner helps maintain a compelling, financially sustainable, and well-organized programming portfolio across both properties.

The role requires strong organizational skills, attention to detail, relationship-building abilities, and the capacity to balance presenter needs, administrative requirements, and financial details across properties with distinct facilities, offerings, and operating contexts.

The ideal candidate brings knowledge of or demonstrated interest in spirituality, wellness, contemplative practice, personal growth, education, and wellness programming, along with practical experience coordinating programs, events, or retreat-based experiences.

ROLE AND RESPONSIBILITIES

Program Portfolio Development & Research

• Support the identification, evaluation, and development of mission-aligned presenters, teachers, facilitators, group organizers, and program concepts.
• Research relevant industry trends, emerging themes, presenters, and opportunities that may inform program development.
• Research and assess prospective presenters and program concepts based on established criteria, including mission alignment, subject-matter expertise, teaching experience, audience relevance / draw, and organizational priorities.
• Cultivate and maintain positive, professional relationships with presenters, teachers, authors, agents, group organizers, and external partners.
• Support the development of a diverse and engaging programming portfolio across SOCARE's retreat properties.
• Contribute creative ideas and a thoughtful programming perspective to new program concepts, presenter opportunities, and potential partnerships.

Planning, Booking & Administration

• Coordinate the program lifecycle from initial inquiry through booking, contracting and gathering registration/marketing details, maintaining accurate records and timely follow-up throughout.
• Manage program / event inquiry forms, preliminary quotes, booking details, registration pages, presenter agreements, contracts, and related administrative documentation.
• Coordinate program dates, presenter availability, booking requirements, and planning details with relevant internal teams.
• Prepare and maintain accurate program information, including descriptions, pricing, schedules, presenter details, enrollment requirements, and contractual terms.
• Support presenter and contract negotiations under direction and guidance from the Head of Programming, including dates, honoraria, cancellation terms, and other booking considerations.
• Ensure required information and documentation are complete and communicated to relevant teams within established timelines.
• Track program status, deadlines, and outstanding actions to support smooth progression from inquiry through program handoff and delivery.

Cross-Property Programming

• Support programming across both Big Bear Retreat Center and La Casa de Maria, adapting planning and coordination to each property's distinct facilities, operational systems, guest experience, and programming context.
• Coordinate with property leadership, Hospitality, Guest Services, Operations, Marketing, and other relevant teams to ensure programs are appropriately planned and supported.
• Identify property-specific requirements, limitations, and opportunities that may affect program feasibility, guest experience, scheduling, or delivery, and bring relevant considerations forward to the Head of Programming and appropriate teams.
• Facilitate clear communication and coordination between programming and onsite production and operational teams.
• Assist with presenter and teacher communications before and during program delivery, including serving as a point of contact when appropriate.

Registration, Enrollment & Financial Tracking

• Monitor registration progress and minimum enrollment thresholds for assigned programs, escalating concerns and recommending next steps to the Head of Programming.
• Track enrollment against established program targets, timelines, and financial requirements.
• Provide information and recommendations to the Head of Programming regarding program viability, registration extensions, promotional needs, and other potential adjustments.
• Maintain monthly tracking of assigned program financial information, including enrollment, projected revenue, deposits, rental invoicing, presenter compensation, and other relevant program expenses.
• Support budget monitoring and financial reporting, identifying variances, outstanding information, and potential concerns for review by the Head of Programming.
• Ensure program pricing, financial assumptions, booking information and invoicing are accurately reflected in registration and administrative systems.
• Contribute to program financial sustainability by monitoring relevant costs, enrollment levels, and operational considerations.

Program Marketing & Promotions

• Collaborate with Marketing to develop and review program descriptions, registration content, and promotional materials.
• Review, proof, and maintain accurate program information across applicable websites, registration platforms, and internal systems.
• Support timely communication of program updates, presenter information, and registration requirements to relevant teams.
• Contribute to efforts that strengthen relationships with guests, returning participants, teachers, presenters, and the broader SOCARE community.

SKILLS & COMPETENCIES

• Demonstrated commitment to equity, diversity, inclusion, and creating welcoming environments.
• Strong personal and professional integrity, sound judgment, and alignment with SOCARE's mission and values.
• Excellent organizational and administrative skills, with strong attention to detail and the ability to follow up diligently and track multiple programs, deadlines, and relationships simultaneously.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with presenters, guests, external partners, and internal teams.
• Relationship-first approach with presenters, teachers, colleagues, and external partners.
• Practical, solutions-oriented approach to program planning, problem-solving, and operational coordination.
• Comfortable working with budgets, enrollment data, financial tracking, and program performance information.
• Ability to manage competing priorities, meet deadlines, and recognize when an issue requires escalation or additional guidance.
• Adaptability and willingness to work across multiple properties, departments, and evolving operational environments.
• Commitment to ongoing professional learning and continuous improvement.

SKILLS & EXPERIENCE

• Bachelor's degree or equivalent combination of relevant education, training, and experience.
• Experience in program planning, event coordination, retreat programming, education, hospitality, or a related field.
• Knowledge of or demonstrated interest in spirituality, wellness, contemplative practice, personal growth, education, or transformational programming.
• Experience developing and maintaining professional relationships with presenters, teachers, facilitators, group organizers, clients, vendors, or other external partners.
• Familiarity with budgets and financial information, preferably in a nonprofit, retreat, educational, hospitality, or mission-driven organization.
• Strong digital and technological fluency, with confidence using productivity tools and platforms and the adaptability to learn and work effectively across organizational systems and software.

SCHEDULE & WORK REQUIREMENTS

• This is a full-time, non-exempt position supporting programming across Big Bear Retreat Center and La Casa de Maria.
• The role may require periodic travel between SOCARE properties and occasional evening or weekend work based on program calendar and organizational needs.
• The employee is expected to accurately record all time worked and follow SOCARE's policies regarding work schedules, overtime, meal and rest periods, and timekeeping.
• Additional physical requirements and location expectations will depend on the regular work location and onsite responsibilities of the position.

FLEXIBILITY

SOCARE functions best when all staff work toward our shared mission. With this in mind, this job description is not intended to cover or contain an all-encompassing listing of activities, duties, or responsibilities that may be required. Duties, responsibilities, and activities may change, or new ones may be assigned based on organizational and team needs.

Southern California Retreat Foundation is an equal opportunity employer. We strive for equity, celebrate diversity, and are committed to creating an inclusive and welcoming environment for all.