Program Planner

Big Bear Retreat Center•Big Bear City, CA

1d•$29 - $33

About The Position

The Program Planner supports the development, booking, and coordination of mission-aligned programming across the Southern California Retreat Foundation (SOCARE) properties: Big Bear Retreat Center (BBRC) and La Casa de Maria (LCdM). This hands-on programming and administration role supports programs from initial inquiry and communications with presenters, teachers, and organizers through booking, contracting, and registration. The position manages coordination and administrative details, including inquiry forms, outreach, agreements and contracts, program information, and communications with internal teams and external partners. Working under the direction of the Head of Programming, SOCARE, the Program Planner helps maintain a compelling, financially sustainable, and well-organized programming portfolio across both properties. The role requires organization, attention to detail, relationship-building, and the ability to balance presenter needs, administrative requirements, and financial details across properties with distinct facilities and operating contexts. The ideal candidate has knowledge of or demonstrated interest in spirituality, wellness, contemplative practice, personal growth, education, or wellness programming, as well as practical experience coordinating programs, events, or retreat-based experiences. This full-time, non-exempt position supports programming at both properties. It may involve periodic travel between them and occasional evening or weekend work depending on the program calendar and organizational needs. Employees must accurately record all time worked and follow SOCARE policies concerning schedules, overtime, meal and rest periods, and timekeeping. Additional physical requirements and location expectations depend on the regular work location and onsite responsibilities. Duties may change or be added based on organizational and team needs. SOCARE is an equal opportunity employer committed to equity, diversity, inclusion, and a welcoming environment.

Requirements

Bachelor's degree or an 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, confidence using productivity tools and platforms, and ability to learn and use organizational systems and software.
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, attention to detail, diligent follow-up, and ability to track multiple programs, deadlines, and relationships simultaneously.
Strong written and verbal communication skills and ability to communicate clearly and professionally with presenters, guests, external partners, and internal teams.
Relationship-first approach to working with presenters, teachers, colleagues, and external partners.
Practical, solutions-oriented approach to program planning, problem-solving, and operational coordination.
Comfort working with budgets, enrollment data, financial tracking, and program performance information.
Ability to manage competing priorities, meet deadlines, and recognize when an issue needs 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.
Ability to travel periodically between SOCARE properties and work occasional evenings or weekends based on the program calendar and organizational needs.
Ability to accurately record hours worked and comply with applicable work schedule, overtime, meal and rest period, and timekeeping policies.

Responsibilities

Support identification, evaluation, and development of mission-aligned presenters, teachers, facilitators, group organizers, and program concepts.
Research industry trends, emerging themes, presenters, and opportunities relevant to program development.
Assess prospective presenters and program concepts against established criteria, including mission alignment, expertise, teaching experience, audience relevance, and organizational priorities.
Cultivate and maintain professional relationships with presenters, teachers, authors, agents, group organizers, and external partners.
Support a diverse and engaging programming portfolio and contribute ideas for program concepts, presenter opportunities, and partnerships.
Coordinate the program lifecycle from initial inquiry through booking, contracting, and collection of registration and marketing details.
Manage 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 internal teams.
Prepare and maintain accurate program descriptions, pricing, schedules, presenter details, enrollment requirements, and contractual terms.
Support presenter and contract negotiations under the Head of Programming's direction, including dates, honoraria, cancellation terms, and booking considerations.
Ensure required information and documentation are complete and communicated to relevant teams on time.
Track program status, deadlines, and outstanding actions through inquiry, handoff, and delivery.
Coordinate programming across BBRC and LCdM, adapting plans to each property's facilities, systems, guest experience, and operational context.
Coordinate with property leadership, Hospitality, Guest Services, Operations, Marketing, and other teams to plan and support programs.
Identify property-specific requirements, limitations, and opportunities affecting program feasibility, guest experience, scheduling, or delivery, and raise relevant considerations with the Head of Programming and appropriate teams.
Facilitate communication between programming and onsite production and operational teams.
Assist with presenter and teacher communications before and during program delivery, serving as a point of contact when appropriate.
Monitor registration progress and minimum enrollment thresholds, escalating concerns and recommending next steps to the Head of Programming.
Track enrollment against program targets, timelines, and financial requirements; provide information and recommendations about viability, registration extensions, promotional needs, and potential adjustments.
Maintain monthly financial tracking for assigned programs, including enrollment, projected revenue, deposits, rental invoicing, presenter compensation, and other expenses.
Support budget monitoring and financial reporting by identifying variances, missing information, and potential concerns for review.
Ensure pricing, financial assumptions, booking information, and invoicing are accurately represented in registration and administrative systems.
Monitor costs, enrollment, and operational considerations to support program financial sustainability.
Collaborate with Marketing to develop and review program descriptions, registration content, and promotional materials.
Review, proofread, and maintain accurate program information on applicable websites, registration platforms, and internal systems.
Support timely communication of program updates, presenter information, and registration requirements to relevant teams.
Contribute to strengthening relationships with guests, returning participants, teachers, presenters, and the broader SOCARE community.
Accurately record all time worked and follow SOCARE policies on work schedules, overtime, meal and rest periods, and timekeeping.