Conference and Retreat Coordinator

SUMMARY OF POSITION

North Cascades Institute seeks an organized, detail-oriented, customer service-minded individual to work on group programs hosted at our Environmental Learning Center. The Conference and Retreat (CR) Coordinator’s role is to support the Conference and Retreat Manager in the planning, hosting, and administration of CR programs. Typical conference and retreat events include staff retreats, luncheons, school programs, wellness retreats, educational conferences, weddings, and medical classes. This role assists in initial client contact, continued communication with clients, billing, event set-up and clean up, hosting responsibilities, and the collection of feedback for events. They work with the facilities, kitchen team, and education staff to ensure programs achieve the goals of the institute, while also tailoring the events to the needs of the guests. It will also assist in outreach to new and prospective clients.

Candidates must have a strong connection to, and passion for, the Institute’s mission to inspire environmental stewardship through transformative learning experiences in nature. Occasional instructional responsibilities will cover activities and topics related to the environment, natural history, and the cultural history of the Skagit River and valley.

Supervised by the Conference and Retreat Manager, this position works closely with Institute staff, partners and contractors to support a wide array of youth, family, and adult educational programs. The Institute strives to further our identity as an institution that welcomes and embraces diversity in community and curriculum, works to redress historical inequities, and seeks a diverse pool of candidates. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

POSITION LOCATION

The Conference and Retreat Coordinator will work at the North Cascades Institute’s Environmental Learning Center (ELC), located in the heart of the North Cascades National Park on Diablo Lake.

QUALIFICATIONS

Commitment To Mission And Values:

Successful candidates will have a commitment to the mission of North Cascades Institute and the organization’s effort to promote diversity, equity and inclusion throughout the Institute’s culture, work and partnering relationships to ensure that the Institute and its programs are welcoming, relevant and accessible.

Required Qualifications:

• Professional experience with program coordination and/or hospitality
• Ability to work with people from diverse backgrounds, cultures, and ages
• Ability to communicate kindly, clearly, and productively through email, in person, and over the phone
• Excellent public speaking, interpersonal, organizational, and time management skills with strong attention to detail
• Strong customer service skills
• Experience working with databases (such as Salesforce)
• Ability to accommodate a varied work schedule including some evenings, nights, and weekends
• Ability to work in a small, rural community.

Preferred Qualifications:

• Experience in environmental, outdoor, field or place-based education, especially Residential Environmental Learning Centers, camps, schools or similar facilities
• Teaching interdisciplinary natural and cultural history
• Working or living in communities that are historically marginalized or underrepresented in the field of environmental education or with a social justice component
• Working at residential learning centers, camps, schools or similar facilities
• Fluency in multiple languages, Spanish preference
• Current Wilderness First Responder certification or higher

Other Requirements:

• NCI employees are required to have a COVID vaccination and a booster in early 2022
• Ability to comply with a smoke- and drug-free work environment
• Valid driver’s license and driving record check must have no more than one moving violation in the past three years, no DUI, reckless driving, or serious moving violations, etc.
• Final offers of employment are contingent upon the successful completion of a background check that may include employment history, national criminal background check, national sex offender registry search and a driving history check

RESPONSIBILITIES

CR Program Administration and Coordination (50%):

• Assist with program administration and customer service at the ELC
• Correspond with prospective CR clients via email, phone, and in-person
• Keep accurate and timely details for programs in the Salesforce database
• Provide administrative and program support to Conferences & Retreats Manager
• Create contracts and cost estimates for prospective clients
• Assist in the development, planning, implementation and evaluation of Conferences and Retreats
• Negotiate and create contracts, schedule conferences/retreats and coordinate details with CR Manager and ELC staff
• Assist in all operations and production of conferences, retreats, and weddings with operations staff
• Collaborate with program staff and clients to support these programs effectively and efficiently

Hosting and Instruction (30%):

• Instruct educational programs for Conferences and Retreats and Adult and Family programs
• Host programs for conferences and retreats, weddings, and other ELC-based programs
• Coordinate ELC program instructors and interns as assigned during their support of CR programs
• Assist with set up and clean up for conferences and retreats

Sales and Marketing (10%):

• Collaborate with the marketing team to create marketing content and materials, publicity materials and distribution plans
• Research and outreach to prospective clients
• Work as ELC contact for marketing includes updating event posters, posting to social media, and other projects as needed

General (10%):

• Assist in all facets of Learning Center programs and operations (e.g., maintenance, host) as needed
• Participate in staff meetings and ELC hands to work
• Participate in Institute’s program, risk management and ELC teams as needed
• Drive Institute vehicles with program participants
• Support equity initiatives at North Cascades Institute and actively contribute to NCI as a community of belonging that is welcoming and accessible to everyone. Develop a personal equity, diversity, and inclusion related goal(s) and track progress towards your goal(s) with your supervisor

WORKING ENVIRONMENT

• The work is predominantly performed in an open office setting at a computer workstation at the NCI Learning Center. Work-from-home arrangements may be made on a case by case basis, and will vary seasonally, and are subject to COVID protocols as well. NCI is committed to providing a supportive, flexible, balanced work environment for all employees.
• The work is sometimes performed around campus as a coordinator and host to visiting program participants, and as support to other Learning Center staff
• Position requires occasional travel by car to other worksites or meeting places
• May be required to work overtime and weekends for special program events and programmatic fluctuation

PHYSICAL DEMANDS

While performing the duties of this job the employee will be required to:

• Work both inside and outside in heat/cold, wet/humid, and dry/arid conditions in the Pacific Northwest climate
• Sit, talk, and hear, use hands and fingers to operate office equipment; reach with hands and arms
• Travel over uneven terrain to lead or meet with participants and staff in and around the Learning Center campus
• Occasionally bend, lift, and/or move up to 40 pounds is required. Accommodations can be requested, as neede

START DATE

March 1, 2022

JOB DURATION

March 1, 2022 - November 30, 2022

EQUAL OPPORTUNITY EMPLOYER

Recruiting and retaining a diverse workforce is a high priority at North Cascades Institute. The Institute does not discriminate on the basis of race, color, national origin, religion, sex, gender, gender expression, gender identity, sexual orientation, physical or mental disability, military, genetic information, ancestry, marital status, age, citizenship or any other basis prohibited by law in any of its policies or programs.

ABOUT NORTH CASCADES INSTITUTE

North Cascades Institute requires all employees to receive a COVID-19 vaccine and booster shot and to provide proof of inoculation unless a reasonable accommodation is approved. All new hires are expected to comply with these requirements upon employment.

North Cascades Institute’s mission is to inspire environmental stewardship through transformative learning experiences in nature. Since 1986, we have helped connect people, nature and community through science, art, literature and the hands-on study of natural and cultural history. Our goal is to help people of all ages and backgrounds experience and enjoy the mountains, rivers, forests, people and wildlife of the Pacific Northwest – so all will care for and protect this special place.

North Cascades Institute is a respected leader among U.S. environmental education organizations, and we believe that sustainable communities are built on healthy environments, vibrant economies and social equity. The Institute is in sound financial health with a $4 million budget and strong reserves, and 15 four-star ratings with Charity Navigator for sound fiscal management and commitment to accountability and transparency.

How to apply:

TO APPLY

Please apply online on our website at: http://ncascades.atsondemand.com/.

Complete the online application and upload a cover letter and resume.