Mater Dolorosa Passionist Retreat Center

Mater Dolorosa Passionist Retreat Center

Director, Finance and Administration

How would you like to drive up this driveway on you way to work each day and apply your passion, purpose and professional skills to a ministry that makes a difference in the lives of many people?

Mater Dolorosa Passionist Retreat Center seeks a Director, Finance and Administration to join the management team of this vibrant Roman Catholic ministry.  Located in the beautiful foothills of Sierra Madre, California, we are a Roman Catholic retreat center owned and operated by the Congregation of the Passion, a Roman Catholic religious order of priests and brothers. The Passionist tradition of preaching, hospitality, and compassion is carried out through weekend retreats and special programs. The Passionist Priests, Brothers and Laity of Mater Dolorosa seek to bring a message of hope, healing and spiritual renewal to all who attend a retreat or visit Mater Dolorosa.

See Position Description, Education and Experience Requirements below.

To apply, email your resume and cover letter to Elizabeth Velarde at nboldt@materdolorosa.org

Application deadline is July 18, 2017.

Click here to download the application

  • Position Title: Director, Finance and Administration

    Scope of Responsibility:

    The Director, Finance and Administration is an at-will position under the direction of the Retreat Center Director/CEO.  The Director, Finance and Administration performs duties and tasks in support of the operations of Mater Dolorosa Passionist Retreat Center and reports to the Retreat Center Director/CEO.

    At all times, the Director, Finance and Administration shall perform his or her duties per the Charism of St. Paul of the Cross, as expressed by the Congregation of the Passion, Holy Cross Province, by implementing the Mission Statement of the Mater Dolorosa Passionist Retreat Center.

    Duties and Responsibilities:

    Financial

    Management

    • Oversees the operations of the accounting function of the retreat center in support of the mission of the retreat center. Responsible for cash management and risk management.
    • In collaboration with the Retreat Center Director/CEO establishes and monitors the recommended cost of retreat for the Passionist Weekend Retreat;
    • In collaboration with the Retreat Center Director/CEO, establishes and monitors the policies for hosted group agreements, including the amount of fees and charges assessed.
    • Conducts annual review of the documented policies and procedures of the Retreat Center and makes changes as required;
    • Manages outsourced functions; Coordinates company use of insurance brokers, insurance carriers, pension administrators, and other outside sources of coverage for the retreat center.
    • Coordinates and supervises the annual financial audit with the Board selected accounting firm and ensures the audited financial statements accurately represent the operation of the Retreat Center.
    • Supervises all accounting staff;

    Transactions

    • Ensures compliance with established internal controls over accounting procedures; oversees accounting processes to ensure proper handling of payables, receivables; accounting filing system, maintains the chart of accounts, and other related accounting functions;
    • Processes payroll in a timely manner; ensures payroll reporting by payroll vendor;
    • Ensures proper handling of bank accounts, including monthly bank reconciliations;  manages transfers of funds to maintain balances adequate for operation of the Retreat Center

    Reporting

    • Manages the preparation of the annual budgets of the Retreat Center Operations Department, including Capital Expenditures Budget, and the Development Office.  Budgets are presented for acceptance by the Finance Committee of the Board, the Board of Directors, and the Provincial Office.
    • Prepares and reviews quarterly and annual financial reports of Retreat Center and Development Office for presentation to the Retreat Center Director/CEO Finance Committee of the Board of Directors, and the Provincial Office. Ensures that reported results comply with generally accepted accounting principles;

    Human Resources

    Management

    • At all times ensures moral, legal and just employment practices are followed.
    • Originates and leads human resources practices and objectives that provide an employee-oriented work culture which emphasizes hospitality, productivity, and achievement of the retreat center’s mission.

    Employee Relations

    • Develops and implements the performance review and employee development programs; assists the Retreat Director/CEO and other Director level positions in administering to their staff.
    • Maintains personnel records,
    • Establishes and leads the standard recruiting and hiring practices for open retreat center positions;
    • Facilitates staff meetings on a regular basis.
    • Communicates human resources policies, procedures, programs, and laws to all staff.
    • Conducts investigations when employee complaints or concerns are brought forth.
    • Reviews, guides, and approves management recommendations for employment terminations.

    Compensation

    • Establishes the company wage and salary structure and pay policies; monitors all pay practices and systems for effectiveness and cost containment.
    • Participates in one salary survey per year; monitors best practices in compensation and benefits through research and up-to-date information on available products.

    Employee Benefits

    • Administers benefits and salaries.
    • Obtains cost effective, employee serving benefits;
    • Selects and supervises human resources consultants, attorneys, and training specialists, and coordinates company use of insurance brokers, insurance carriers, pension administrators, and other outside sources.

    Labor Law

    • Leads compliance with all existing governmental and labor legal and government reporting requirements including any related to the Equal Employment Opportunity (EEO), the Americans With Disabilities Act (ADA), the Family and Medical Leave Act, Employee Retirement Income Security Act (ERISA), the Department of Labor, worker compensation, the Occupational Safety and Health Administration (OSHA), etc. Serves as the primary contact with the company employment law attorney and outside government agencies.
    • Maintains minimal company exposure to lawsuits.

    Administration

    • Serves on the Management Team for the Retreat Center; coordinates the monitoring review of the Strategic Plan;
    • Assists the Retreat Center Director/CEO, and other Director level positions in the supervision and management of all office functions.
    • Coordinates and authorizes replacement of office equipment and computer hardware/software, computer network maintenance, software for database management, financial management, and online donations.
    • Serves as the Administration representative and coordinates maintenance of the retreat center website;
    • Manages all the insurances of the retreat center; liability insurance, worker’s compensation insurance;
    • Collects and provides data to comply with the audit requests for any outside provider in order to maintain coverage.
    • Oversees the book and gift store to ensure appropriate inventory and adequate staffing;

    Kitchen and Dining

    • Oversees the Kitchen management service. Ensures that the meals provided are of good quality, appropriate and service is timely and hospitable.
    • Oversees budget of food purchasing and staffing costs, replacement or repair of equipment. Works directly with on-site supervisor, and where applicable, the Retreat Center Director/CEO, to negotiate contracts and staffing issues.
    • Works with on-site manager to address personnel or operational concerns, and
    • Works with on-site manager on menu planning.

    Other Duties

    • Collaborates with members, committees and staff of the Provincial Office concerning retreat center management issues.  Serves on committees concerning the same.
    • Cooperates with the Board of Directors and Board Committees as directed by the Retreat Center Director/CEO. Attends meetings, helps to prepare agendas, communicates with and prepares data as needed.
    • May serve as a member of Province Retreat Center Board, attending meetings and working as needed on projects of the group at the invitation of the Retreat Center Director/CEO.
    • Continuing personal formation and education as it relates to job responsibilities.
    • Promotes the mission and spirit of Paul of the Cross to all who come.
    • Other duties as assigned by the Retreat Center Director/CEO.

    QUALIFICATIONS:

    • Practicing Roman Catholic Preferred.
    • Bachelor’s Degree in accounting, business, economics, finance or related field and at least ten years of relevant job experience.  Master’s Degree Preferred.
    • Not-for-profit management experience is desirable.
    • Solid communication skills, both written and verbal; superior attention to detail; research skills; analytical skills; critical thinking skills; problem-solving skills; multi-tasking abilities;
    • Excellent computer skills from education and experience with broad range of information systems software (Word, Excel, Publisher, Powerpoint, Database system with preference shown for experience with Blackbaud programs such as Raiser’s Edge, Online Express and Financial Edge)
    • Analytical:  able to understand relationships, trends, and inconsistencies in data.
    • Able to work independently and as a member of a team; ability to adapt to changing priorities
    • Ability to understand and manage complex organizations and achieve the goals of the organization.
    • A demonstrated ability to administer employment law, employee benefit programs and compensation, recruitment, organization development, employee relations, safety, employee engagement, and employee development.
    • Outstanding interpersonal relationship building and employee coaching skills.
    • Demonstrated ability to serve as a knowledgeable resource to the executive management team that provides overall company leadership and direction.
    • Excellent organizational management skills.

    Some travel required at the request of the Retreat Center Director/CEO or to participate in Provincial programs and meetings.

    To perform successfully as the Director, Finance and Administration, an employee must perform each essential responsibility satisfactorily.  These requirements are representative, but not all-inclusive, of the knowledge, skills, and abilities required in this position.  Employees may be directed to perform job-related tasks other than those specifically presented in this description.

    Working Conditions: Primarily in an office environment.

    Date of Issue:  May 16, 2017

    Incumbent:  New Position replacing the Retreat Center Administrator Position

  • Mission Statement

    We are a Passionist Retreat Center,
    dedicated to preaching
    the Passion of Jesus Christ.
    We welcome all who wish to hear
    the message of the Passion
    through our traditions of preaching,
    hospitality, and compassion.
      We place our focus on the Passion of Jesus Christ
    And its relevance in the lives of people today.
    We also foster and promote
    spiritual growth and renewal
    through Passionist retreat programs
    and by providing a peaceful environment
    of prayer and reflection.

    OVERVIEW

    Mater Dolorosa Passionist Retreat Center is located in the beautiful foothills of Sierra Madre, California.

    The Passionist Priests, Brothers and Laity of Mater Dolorosa are dedicated to the remembrance of the Passion of Jesus Christ.  Their purpose is to bring a vibrant message of hope, healing and spiritual renewal to all who visit Mater Dolorosa.

    The Passionist tradition of preaching, hospitality, and compassion is carried out through weekend retreats and special programs.  Our retreat ministry began in Sierra Madre in 1926 with the first retreat held outdoors under the shade of a tree and continues to flourish.  While the heart of ministry at Mater Dolorosa is the Passionist preached retreat, other groups whose identity is in harmony with the mission and goals of Mater Dolorosa Passionist Retreat Center also use the facilities.    Our outreach is not only in the Southern California Catholic Community, but extends to individuals and groups from across the United States and internationally.  The message of hope and love that transforms the hearts of the retreatants enables them to more effectively live their lives as Christians in our contemporary society.

    More than 10,000 individuals grace the retreat center and grounds of Mater Dolorosa annually.  They are participants in programs that include Passionist Preached retreats, Hosted Group programs, special programs, private retreatants, Tuesday morning mass, and special events. Many of our weekend retreatants and hosted groups have been returning annually for years.

    The peaceful and serene environment of Mater Dolorosa and the wisdom and love of the Passionists make the retreat center an ideal answer to the spiritual needs of society today.  The father who has just discovered his son’s drug addiction, the woman who was forced to put her mother into a nursing home, the teen who chooses not to join a gang, and the individual who needs to get away from the “busyness” of every day life, all find a place for solitude, counseling and prayer at Mater Dolorosa.

    Who are the Passionists?

    The Passionists are a world wide religious community of priests, brothers and nuns within the Roman Catholic Church who intervene in the suffering and death present in the world through their prayer and service.  The Passionists proclaim and extend the compassion and love of Jesus through their ministry as scholars, spiritual directors, retreat masters, pastors, teachers, chaplains, authors, ministers to the sick and dying, and ministers to the suffering people of the world.

    The Passionist order of Priests was founded in Italy in 1740 by Paul Daneo, now known in the Catholic Church as St. Paul of the Cross.  In 1852, four Passionist priests established the first Passionist community in the United States.  In 1906, Holy Cross Province, now reaching from Detroit to Los Angeles, was established as the second province in the United States.  Each Passionist Retreat Center, Church, Parish or School is financially responsible for its own operation.  The Passionists are now present in 59 countries.

    History of the Passionists in California

    • In 1923, the Passionists were invited to come to Sierra Madre to staff St. Rita’s Catholic Church.
    • In 1924, the Passionists purchased an abandoned ranch house located at the foot of Mt. Wilson formerly known as the Wilson estate.
    • In 1926, the first Passionist retreats were held informally, under the shade of a majestic Moreton Bay Fig tree, which is still on the property today.
    • By 1932, as the popularity of the Passionist retreats grew, the community built a monastery on the hillside overlooking the San Gabriel Valley where weekend retreats were held.
    • In 1950, Mater Dolorosa Retreat Center was built to accommodate more retreatants.
    • In 1985, further expansion occurred with the addition of the Father Isidore O’Reilly Wing to the Retreat Center.
    • In 1991, the monastery was demolished due to irreparable earthquake damage, but, the Retreat Center survived and has flourished.
    • In 2006, the Passionists celebrated the 100th anniversary of Holy Cross Province.
    • In July 2017, Mater Dolorosa Retreat Center will begin its 95th year.

    This growth of the retreat ministry in California allowed the Passionists to expand their retreat program to host parishes throughout the Diocese of Los Angeles and Orange and beyond.

    Community Served 

    A.  Weekend Retreats

    Passionist preached retreats are led by the Passionist Priests, Brothers, and Laity of Mater Dolorosa Retreat Center.  It is a long-held tradition of the Passionist Congregation never to turn anyone away from a weekend retreat because of inability to pay.  This tradition is sustained by the generosity of retreatants, who donate more than the requested retreat donation amount, and also donors and annual fundraising events.

    Most retreatants are from Southern California.  Members of more than 150 Los Angeles, Orange and San Bernardino County parishes are served through the weekend Passionist preached retreats.  An average of 85 retreatants attend weekend retreats throughout the year.

    Passionist Preached weekend retreats include the following:

    • Weekend retreats for men
    • Weekend retreats for women
    • Married Couple’s weekend retreats
    • Young Adult Retreats
    • Spanish Speaking weekend retreats for men, women and couples
    • Italian men’s weekend retreat

    B.  Special Programs

    Special programs are events that are held at the Retreat Center and do not fall into the category of weekend or hosted groups.   They may be held as a one-time event, a once a year program, a weekly or monthly program, etc.  Examples are:

    • Married Couple’s Evenings of Recollection
    • Good Friday Stations of the Cross – more than 3,000 people visit the retreat center on this day
    • Ash Wednesday Evening of Recollection
    • Weekly Tuesday morning Mass

    C.  Private Retreatants

    Many individuals find Mater Dolorosa to be a special place for getting away from the daily rituals of life.  The quiet and solitude offer an opportunity for personal reflection and spiritual renewal.  Day and overnight personal retreats are available.

    D.  Hosted Programs

    The Mater Dolorosa Strategic Plan includes the goal of “attracting and promoting hosted and special programs consistent with the Passionist Charism and tradition of hospitality.”  A hosted program is a group that uses the facility of Mater Dolorosa to conduct its own program, as opposed to a Passionist-preached or Passionist-sponsored program. Revenue from hosted programs directly supports our operating fund.  Hosted programs supplement Retreat Center revenue; and have become an important ministry.  Although we are a retreat center in the Catholic tradition, Mater Dolorosa welcomes groups of diverse faiths and cultural backgrounds who respect our Catholic environment.

    Our hosted program ministry has grown to include local, national and international groups.  We welcome religious communities; faculties; community and service organizations; Archdiocesan programs; theological seminary programs; college, high school and eighth grade students that include at risk youth and teens; and many others.   Some of these hosted groups are:

    • Vicar for Clergy, Los Angeles Archdiocese
    • All Saints Episcopal Church
    • Fuller Theological Seminary
    • World Vision International
    • Loyola Marymount University
    • Loyola High School Kairos Retreat
    • 12 Step Retreats
    • Rancho San Antonio High School
    • Verbum Dei High School
    • Reach Me Foundation
    • Holy Trinity Korean Community
    • Healing Light Center Church
    • Office for Hispanic Ministry-San Bernardino Diocese
    • AA Retreats

    E.  Archdiocese of Los Angeles

    Mater Dolorosa Passionist Retreat Center is not financially supported by the Archdiocese of Los Angeles.

    GOVERNANCE AND FINANCIAL FOUNDATION 

    As a Passionist institution, the governance of Mater Dolorosa Passionist Retreat Center is informed by the vision and spirituality of St. Paul of the Cross.

    Mater Dolorosa Passionist Retreat Center, Inc. was incorporated as a religious non-profit corporation in California in May of 2004 and is qualified as a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code.  The by-laws of the Retreat Center reflect a model of governance in which operating control of all business, property, and affairs of the Retreat Center are vested in the Board of Directors.  The Board of Trustees holds reserve powers and consists of the Provincial of Holy Cross Province and his council.  The Board of Directors consists of up to 21 members with special expertise who are elected for a renewable term of three years.  The Board of directors is a governing board and operates using the Carver Policy Governance Model.

    The Retreat center has 25 staff members that include: Retreat Center Director, Retreat Center Administrator; Director of Retreatant Services, Director of Development; Office Staff (Registrar for Hosted Groups and Special Programs, Weekend Retreat Coordinator, Financial Admin. Asst., and Data Entry Specialist); kitchen staff; housekeeping staff; building and grounds maintenance staff; and a Weekend Retreat Team of six people.

    Financial responsibility and stability are long held traditions at Mater Dolorosa.  The Retreat Center has implemented a financial system that adheres to the discipline of budgets and certified outside audits each year.  Our vision expresses the goals and key values of the Passionists and their retreat ministry in Sierra Madre, California.

    The generosity of retreatants, donors, and benefactors has enabled a stable income foundation to meet the expenses of operating the Retreat Center including maintenance of its grounds and facilities.  Development efforts supplement the operating income each year, particularly in facility refurbishment.

    Retreat Center income is also derived from annual fundraising projects, an annual giving club, donations, bequests, weekend retreats and hosted programs.  Proceeds from various annual appeals, along with income received from weekend retreats and hosted programs, guarantee the fiscal stability of Mater Dolorosa Retreat Center.  Proceeds from our annual giving Century Club are dedicated to building and grounds maintenance, renovations and improvements.  Proceeds from our annual giving sponsorship circle are dedicated to financial aid to those retreatants who do not have adequate resources to pay.  The income from our annual Harvest on the Hill Auction & Dinner fundraiser that takes place in October each year and our annual Golf Tournament that takes place in May of each year may be used for both operating needs, special projects and special programs.

    COMMENTS FROM RETREATANTS 

    “My heart is full of gratitude and appreciation for the work that the Retreat Team and staff accomplished this weekend.  Thank you to our wonderful staff in the kitchen for providing the delicious meals, nourishing our bodies as you nourished our spirits.  Your grounds are beautiful, presenting a sense of His spirit and a place of solitude for us to meet with Him.  The entire retreat center will be in my prayers this season.”

    “Beautiful!  You can’t help but see the hand of God everywhere!”

    “Superb.  You should be very proud of your center and very good stewardship.”

    “Thank you for your continued loving devotion to our Lord and for your humble service to the retreatants.”