Retreats and Summer Camps Manager

Working in close collaboration with the Director of Programs, this role exercises discretion and independent judgment on matters of significance, including program scheduling, customer selection, contract administration, staffing decisions, regulatory compliance, budget considerations, and strategic use of Cal-Wood’s facilities. The Retreats & Summer Camps Manager is an administrative professional responsible for the planning, coordination, and oversight of Cal-Wood Education Center’s retreat, rental, and summer camp programs.

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• 401(k) matching

Position Overview


The Retreats & Summer Camps Manager is an administrative professional responsible for the planning, coordination, and oversight of Cal-Wood Education Center’s retreat, rental, and summer camp programs. The primary duty of this position is the performance of non-manual work directly related to the management and general business operations of Cal-Wood’s programs, facilities use, and revenue-generating activities.

Working in close collaboration with the Director of Programs, this role exercises discretion and independent judgment on matters of significance, including program scheduling, customer selection, contract administration, staffing decisions, regulatory compliance, budget considerations, and strategic use of Cal-Wood’s facilities. The Manager serves as a key organizational liaison to retreat groups, families, and partners and ensures programs operate in alignment with Cal-Wood’s mission, values, and strategic goals.

Essential Duties and Responsibilities
Retreats, Rentals, and Facility Use Administration (Primary Duty)

• Independently manage retreat and facility rental inquiries, evaluating suitability of potential clients based on Cal-Wood’s mission, capacity, and operational priorities.
• Determine availability, pricing options, and program offerings; draft and administer contracts and booking documentation through completion.
• Serve as the primary administrative liaison for retreat and rental groups, maintaining ongoing professional relationships that support repeat bookings and long-term partnerships.
• Collaborate with internal leadership and program staff to strategically balance facility use, program demands, and organizational goals.
• Develop and implement outreach and marketing strategies to maximize facility utilization during available periods.
• Coordinate interdepartmental planning by communicating program requirements to kitchen, maintenance, and operations staff to ensure guest readiness and quality standards.
• Represent Cal-Wood at community events and professional gatherings to promote programs and expand organizational visibility.
  
  

Program Oversight and Operational Decision-Making

• Provide administrative oversight for retreats and camps during on-site operations, exercising judgment to resolve issues related to scheduling, logistics, guest needs, and safety.
• Establish and implement orientation processes and communication protocols for incoming groups.
• Serve as an on-call decision-maker for retreats and camps, addressing emergent issues and determining appropriate responses consistent with organizational policies.
• Coordinate post-program follow-up, including invoicing, evaluations, and future booking communications, in collaboration with administrative staff.
• Oversee facility readiness standards and coordinate with maintenance staff to ensure programs can be delivered effectively and consistently.
• Supervise the Cal-Wood rock climbing program and climbing coordinator

Summer Camp Program Planning and Management

• Lead the planning, scheduling, and structural design of Cal-Wood’s summer camp sessions in alignment with organizational capacity, licensing requirements, and strategic priorities.
• Develop and implement marketing strategies to achieve enrollment goals.
• Recruit, hire, train, and supervise summer camp staff, including counselors and overnight staff; provide performance feedback and evaluations.
• Plan and deliver staff training programs, ensuring compliance with safety, childcare licensing, and program quality standards.
• Oversee camper placement, schedules, cabin assignments, and program logistics, exercising judgment to ensure equitable, safe, and positive camper experiences.
• Coordinate with the Director of Programs on financial aid allocation decisions.
• Serve as a liaison for partner organizations to ensure alignment and coordination of summer offerings.
• Address camper behavior and family concerns at an administrative level, determining appropriate interventions and communications.
  
  

Administrative Compliance, Communications, and Coordination

• Ensure compliance with applicable childcare licensing, social services, and county regulations related to summer camp operations.
• Coordinate digital communications and program representation with the Development and Communications team, including website content and social media related to camps and retreats.
• Analyze program outcomes and participant feedback to inform future planning and program improvements.
• Maintain accurate administrative records related to programs, staffing, and contracts.
  
  

Knowledge, Skills, and Abilities

• Demonstrated ability to exercise discretion and independent judgment on matters of significance.
• Strong organizational, planning, and problem-solving skills.
• Excellent written and verbal communication and professional relationship-management abilities.
• Ability to manage multiple programs and priorities with minimal supervision.
• Comfort working collaboratively in a small, mission-driven organization.
  
  
  

Qualifications

• Bachelor’s degree in science, nonprofit management, natural resources management, education, environmental education, or a related field required.
• Minimum of two (2) years of professional experience in summer camp operations, program coordination, or customer-facing program administration; leadership experience preferred.
• Minimum of two (2) years of customer service or client relationship management experience.
• Experience supervising, training, or evaluating staff.
• Bilingual (Spanish–English) strongly preferred.
• Current First Aid/CPR certification or willingness to obtain; Wilderness First Aid (WFA) or Wilderness First Responder (WFR) certification preferred.
• Ability to pass required background checks.
  
  

Work Schedule & Requirements



This position operates on a hybrid schedule, with approximately 50% remote administrative work during off-program periods. On-site presence is required during summer camps, retreat weekends, and peak program operations. Evening and weekend hours are required as program needs dictate. Reliable transportation and comfort with mountain driving are required.



Compensation and Classification
This is a full-time, salary, exempt position
$59,000 annual salary
10 Paid holidays
Paid vacation (starts accruing on your first pay period and is available to use upon accrual)
Paid sick time (starts accruing immediately after hire)
Retirement savings plan with a 3% employer match contribution
Insurance benefits (coverage begins after 1st full month)

• 75% of employee's health insurance premium paid by Cal-Wood (choice of 3 plans)
• 100% of dental insurance paid by Cal-Wood
• 100% of vision insurance paid by Cal-Wood
• 100% of life insurance with accidental death and dismemberment paid by Cal-Wood