All In Freshman Retreat Coordinator

Description

POSITION SUMMARY

The ALL IN Freshman Retreat Coordinator provides direction, organization and collaboration for Orange Lutheran’s ALL IN Freshman Retreat, ensuring an immersive and transformational experience that welcomes new students into the Lancer community. This three-day experience, which includes one on-campus day and one overnight off-campus day, lays the foundation for student belonging, spiritual growth, and community.

The Coordinator is responsible for planning, logistics, and execution of the retreat, working with faculty, staff, student leaders, the Theology Department, and the Missions Program to create an environment where every freshman feels valued, known, and connected to their peers, mentors, and the mission of Orange Lutheran.

Reports to: Director of Missions

Supervises: N/A

ESSENTIAL DUTIES

Leadership & Program Oversight

• Lead the planning, execution, and evaluation of the ALL IN Freshman Retreat to ensure a Christ-centered, welcoming experience.
• Partner with faculty, staff, student leaders, and key student life personnel to create meaningful retreat programming.
• Serve as the primary point of contact for all aspects of the retreat, ensuring alignment with Orange Lutheran’s mission and core values.

Retreat Experience & Community Building

• Foster a culture of belonging by structuring opportunities for students to build relationships with peers, faculty, and mentors.
• Ensure retreat activities—including worship, theological sessions, wellness discussions, small groups, and outdoor bonding experiences—are engaging and purposeful.
• Collaborate with student leaders, counselors, campus pastor, Creative Worship, and the Theology Department to integrate spiritual development into all aspects of the retreat.

Collaboration with Theology & Missions

• Work closely with Theology Department faculty to develop and implement theological sessions that introduce students to Theology concepts before they enter the classroom.
• Partner with the Director of the Orange Lutheran Missions Program to align retreat programming with the school’s commitment to faith formation and service and plan and execute a freshman service day.
• Ensure that praise & prayer, creative worship elements, and theological discussions reflect Orange Lutheran’s core values and mission.

Logistics & Administration

• Oversee all retreat logistics, including scheduling, transportation, lodging, meals, and activity coordination. 
• Manage Asana workflow
• Manage the retreat budget efficiently and ensure all financial transactions align with school policies.
• Coordinate, arrange for, and follow up on all student registration, forms, and payments with relevant administrative staff, including those related to health, medications, physical limitations, allergies, food, transportation etc.
• Develop systems and distribute communications to students, families, and faculty/staff regarding retreat details.

Collaboration & Communication

• Facilitate planning meetings with ALL IN Task Force, Theology and Missions leaders, and student leaders to ensure a well-organized retreat.
• Communicate effectively with students, parents, and external partners to provide clarity and confidence in the retreat experience.
• Partner with faculty, student life staff, and retreat volunteers to create an experience that is welcoming and spiritually formative.
• Coordinate with the Admissions department to be present at prospective family events.
• Schedule and lead training for faculty and staff chaperones in preparation for the retreat.
• Serve as the lead communicator with Forest Home (retreat site) to work out all retreat details.

Estimated Hours of Work 

• Annual average: 5 hours per week
• Peak workload (June–August): 20  hours per week
• Retreat week: Full-time commitment

ADDITIONAL DUTIES

All other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education

• Bachelor’s degree required; master's degree preferred

Experience

• At least 3 years of experience having held a position of leadership within an educational environment 
• Experience in Christian education preferred 
• Experience leading or coordinating large-scale events, retreats, or student programming preferred

LICENSES, CERTIFICATES, AND CLEARANCES

• Valid Fingerprint
• Valid CPR and First Aid certifications
• TB Risk Assessment
• Ministry Safe Clearance

KEY COMPETENCIES

Knowledge

• Knowledge of the operation of Orange Lutheran High School, culture, improvement, and performance standards
• Strong Christian faith and ability to actively integrate prayer and Christian belief system into leadership

Skills and Abilities

• A passion for student engagement, faith development, and community-building
• Proven listening, communication, and interpersonal skills 
• Effective critical thinking and strategic prowess 
• A life-long learner who models intellectual curiosity, self-reflection, and stewardship of talents 
• Strong leadership abilities in event planning and coordination
• Strong organizational, communication, and project management skills
• Ability to work collaboratively with multiple stakeholders, including faculty, staff, students, and parents.
• Strong leadership abilities including an encouraging, motivating presence to help with conflict resolution and management, team building, mentoring, coaching, goal setting, and prioritization 

PERSONAL CHARACTERISTICS

• Exhibit the highest level of Christian integrity his/her life reflects Christ-like morals, behavior, attitude, and leadership
• Integrate faith and prayer in the performance of job duties 
• Foster a Christ-centered environment focused on Grateful Servanthood, Accountability, Compassion, and Collaboration, in alignment with our Guiding Principles 
• Ability to articulate Christian faith 
• An active member of a Christian church; Lutheran Missouri Synod preferred 
• Support the Mission, Core Values and Statement of Faith of Orange Lutheran High School 

PHYSICAL REQUIREMENTS

The employee must have the physical abilities to perform the essential functions of the job as outlined above.

• Frequently move about the campus, sit for extended periods, talk and hear, use hands to handle, feel, or grasp objects 
• Occasionally stand, walk, push, pull, or lift, up to 50 pounds, reach with hands or arms, climb, balance, stoop, kneel, crawl, taste, or smell 

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The majority of work is performed in a climate-controlled school setting, with occasional outside exposure to varying weather conditions.
• The noise level is that of a typical quiet office setting with occasional exposure to moderate to loud noise at school events

Qualifications