Project Manager, Freshman Retreat

Bellarmine College Prep•San Jose, CA

10d•Onsite

About The Position

Bellarmine College Preparatory, a Jesuit secondary school, has been educating young “men for and with others” in the tradition of St. Ignatius Loyola, founder of the Society of Jesus, since 1851. Bellarmine College Preparatory invites applications for the Project Manager, Freshman Retreat — a supplemental, temporary position running from August 15, 2026 through February 15, 2027. This role is an opportunity for an experienced project manager to apply their skills in a mission-driven, student-centered environment. Bellarmine’s Freshman Retreat is a multi-day, off-campus formation experience for the incoming freshman class. Now in its second year under a newly established organizational structure, the retreat depends on the coordinated work of a number of employees and teams in the school (Core System Leads), each owning a distinct area of retreat planning and execution while serving as teachers, campus ministers, or other roles on campus. The Project Manager, Freshman Retreat serves as the operational director of this team, ensuring that timelines are met, ownership is clear, collaboration is effective, and the retreat delivers a meaningful experience for students. This position is ideal for a candidate with a corporate or nonprofit project management background who is looking for a short-term, purpose-driven engagement. No background in education or retreat ministry is required; what matters most is the ability to come up to speed quickly, build trust with a diverse team, manage competing timelines, and drive a complex project to successful completion. Following the retreat (which concludes January 15, 2027), the Project Manager will lead a structured evaluation and update the team’s planning systems so that institutional knowledge is captured and the next retreat cycle can begin seamlessly. This position reports to the Assistant Principal for Mission & Identity.

Requirements

Demonstrated experience in project management, program coordination, or a closely related role in a corporate or nonprofit setting.
Proficiency with Monday.com or a similar project management platform (e.g., Asana, Smartsheet, Trello); ability to build and maintain planning boards, timelines, and task tracking systems.
Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, Planner).
Strong organizational skills with excellent attention to detail and the ability to manage multiple workstreams simultaneously.
Excellent interpersonal and communication skills, with demonstrated ability to build trust and coordinate effectively across diverse teams.
Ability to take initiative, work independently, and follow through on commitments without close supervision.
Ability to work under pressure and meet deadlines in a dynamic environment.
Commitment to the mission and values of Bellarmine College Preparatory.

Nice To Haves

PMP certification or equivalent formal project management training.
Experience managing multi-day off-site programs, conferences, or events involving large groups and multiple vendor or stakeholder relationships.
Experience working in a Jesuit, Catholic, or mission-driven school or nonprofit environment.
Familiarity with student formation, retreat ministry, or youth development programs.
Experience with change management, knowledge transfer, or process documentation.

Responsibilities

Serve as the operational director of the Freshman Retreat, overseeing the planning and execution of all retreat systems from onboarding through post-retreat evaluation.
Maintain and update the retreat’s planning boards in Monday.com, ensuring that tasks, owners, deadlines, and dependencies are current and visible to the full team.
Facilitate the team’s regular Monday planning sessions, driving agenda, accountability, and follow-through across all Core Systems Leads.
Maintain master project timelines and coordinate interdependent work across nine Core Systems Leads: Logistics & Operations, Program & Content, Finance & Budget, Student Leadership, Adult Leaders, Shift Adults, Communications, Departure & Arrival, and Materials & Supplies.
Anticipate and resolve areas where responsibilities overlap, conflict, or lack clear ownership.
Establish communication deadlines, approve major retreat communications, and escalate institutional issues to the Retreat Overseer (Assistant Principal for Mission & Identity) when needed.
Ensure all Core Systems Leads and Specialized Function Leads are adequately prepared and supported throughout the planning process.
Serve as Core System Lead for Logistics-Operations and Student Leadership areas, assuring the completion and success of these areas.
Build effective working relationships with a diverse team of faculty, staff, students, and adult volunteers, many of whom hold retreat responsibilities alongside their primary roles at the school.
Coordinate communication with and among retreat team members, ensuring clarity of expectations, roles, and deadlines.
Serve as the primary point of coordination for the retreat team during the planning period and throughout retreat execution.
Support Core Systems Leads in identifying and resolving gaps in their planning before they become problems during the retreat.
Lead a structured post-retreat evaluation process, collecting feedback from Core Systems Leads, Specialized Function Leads, Adult Leaders, and other key stakeholders.
Update Monday.com planning boards, timelines, and documentation to reflect lessons learned, so the next retreat cycle begins with current, accurate institutional knowledge.
Prepare a transition summary for the returning permanent staff member to ensure continuity of retreat leadership.
Support Partners in Mission & Ministry (PiMM) or Freshman Experience programs as needed.
Track projects related to our employee on leave that are assigned to other employees and report to Assistant Principal for Mission & Identity.
Participate in employee meetings and community events relevant to this role.
Abide by all department and school policies and regulations.
Assist with other duties and projects as needed.