Program Planner

La Casa de Maria Retreat & Conference Center•Montecito, CA

18h

About The Position

The Program Planner supports the development, booking, and coordination of mission-aligned programming across the Southern California Retreat Foundation’s properties, Big Bear Retreat Center and La Casa de Maria. Reporting to the Head of Programming, SOCARE, 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 administrative and coordination details, including inquiry forms, outreach, agreements and contracts, program information, and communications with internal teams and external partners. The Program Planner helps maintain a compelling, financially sustainable, and well-organized programming portfolio across properties with distinct facilities and operating contexts. The role supports presenter and program research, relationship-building, program planning and booking, cross-property coordination, registration and enrollment monitoring, financial tracking, and marketing collaboration. The position requires strong organization, attention to detail, clear communication, sound judgment, and the ability to balance presenter needs, administrative requirements, and financial details. The role is full-time and non-exempt, may require periodic travel between SOCARE properties, and may involve occasional evening or weekend work based on the program calendar and organizational needs. Additional physical requirements and location expectations depend on regular work location and onsite responsibilities.

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.
Strong digital and technological fluency, confidence using productivity tools and platforms, and adaptability 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 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.
Comfort 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.
Ability to travel periodically between SOCARE properties and work occasional evenings or weekends based on the program calendar and organizational needs.

Nice To Haves

Familiarity with budgets and financial information in a nonprofit, retreat, educational, hospitality, or mission-driven organization.

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 using established criteria, including mission alignment, subject-matter expertise, teaching experience, audience relevance, and organizational priorities.
Build and maintain positive, professional relationships with presenters, teachers, authors, agents, group organizers, and external partners.
Support a diverse and engaging programming portfolio and contribute ideas for new programs, 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 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 contract 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 to support progress from inquiry through handoff and delivery.
Coordinate programming across Big Bear Retreat Center and La Casa de Maria, taking into account each property’s facilities, systems, guest experience, and programming context.
Coordinate with property leadership, Hospitality, Guest Services, Operations, Marketing, and other relevant teams to plan and support programs.
Identify property-specific requirements, limitations, and opportunities affecting feasibility, guest experience, scheduling, or delivery, and raise them 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, promotions, and other adjustments.
Maintain monthly tracking of assigned program financial information, including enrollment, projected revenue, deposits, rental invoicing, presenter compensation, and other expenses.
Support budget monitoring and financial reporting, identifying variances, missing information, and potential concerns for review.
Ensure pricing, financial assumptions, booking information, and invoicing are accurately reflected in registration and administrative systems.
Monitor costs, enrollment, and operational considerations to contribute to program financial sustainability.
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 strengthening relationships with guests, returning participants, teachers, presenters, and the broader SOCARE community.
Accurately record all time worked and follow SOCARE policies regarding work schedules, overtime, meal and rest periods, and timekeeping.