Oversees all administrative and logistical aspects of the community except some spiritual matters that are deemed the responsibility of the appointed Spiritual Director on the Secretariat.
Oversees spiritual matters that arise within the community. Secures the selection of Spiritual Directors on both Men's and Women's teams. Monitors and provides council, I.E. Conflicts, in choosing new servants to be equipped and accountable as Spiritual Directors. Provide the Spiritual welfare of the community lead by the Holy Spirit. Advises Secretariat on spiritual matters related to the Tres Dias Essentials
Responsible for matters related to Banking, Accounting, Finances, & Taxes for the community. Communicates with Rector's and Assistant heads to collect team fees. Makes sure that Assistant heads are making announcements about collecting team fees at each team meeting. Collects scholarships and keeps record of scholarships. Oversees ordering of weekend gift for men's and women's weekend, to ensure the cost is with in budget
Takes notes and provides meeting minutes. Assists the Chairperson, handles paperwork as needed regarding the non-profit and correspondence aspects of SCKTD, and communicates via email on behalf of the secretariat to the secretariat members regarding meetings or other information as needed.
Works with the Rectors to insure they have the materials and information (Manuals, Books, CD's, Excel Spread Sheets, Outlines, Directions, Essentials, etc...) they needs to build the women's and men's weekend properly and that they each understand their respected job description. Communicates the provisions of the community to their Rector in preparation of the weekend, i.e., money, t-shirts, visuals. Stays in touch with the Rector throughout every phase of the process of team building, meetings and weekend to be their helpmate in all aspects of preparing for the weekend.
Makes sure each Rector has a copy of the essentials, or knows where to locate them on the website. Gives the rector a copy of the rector checklist.
Manages all aspects of sponsorship, i.e., receives applications, communicates with sponsors and candidates as to acceptance, questions on application, finances, dates and times of the weekend, what to bring, helps communicate all aspects of the weekend related to the essentials, being cloistered, arrival, departure and expectations of each, sponsor and candidate to ensure both understand fully what is requested of a sponsor and what is requested of a candidate, to cultivate an environment of peace within all parties where we can. At one of the team meetings train on how to sponsor and choose a candidate to bring to a weekend.
Plans and Coordinates all community activities outside the actual weekend events. All secuelas or other activities and make sure the Head Chas plan the Victory Secuela. (which is planned by the Head Chas of each respective weekend).
Secures the locations, guest
(servant) speakers, music, food, plates, utensils, total event planning and servants to help.
Responsible for obtaining letters to and from other communities for every weekend. (General Palanca letters.) Write letters to all communities internationally from SCKTD and request General Palanca letters from all communities internationally for our weekends. (the trendies.org website is the way to ask for and receive letters) Also during team meetings, to announce or recommend Palanca teams to announce Palanca needs for the weekend. I.E. Kitchen palanca, table Palanca, dorm Palanca, and letters for candidates and how to ask for them.
Communicates with the community via e-newsletter monthly or as often as necessary, regarding upcoming weekends, meetings, secuelas, testimony in the 4th day, and other happenings and events, announcements and prayer requests. Sends newsletter to database person to be sent out to community.
While faith and science may seem like two oDelivers all supplies needed for weekends (Men's and Women's) to the campground, organizes them in the appropriate supply boxes and inventories them after each set of weekends. Checks supplies after the Men's weekends to be sure ample supplies are in place for the Women's weekend. Orders supplies that need to be ordered, i.e., Pescadores Crosses, Pilgrims Guides, Everyman's Way to the Cross Books (if necessary). Supply Areas: Table Cha supplies, Storeroom supplies, some Kitchen supplies, Dorm supplies, Chapel supplies, Communion Elements (coordinate with Chapel Heads), Cleaning Supplies etc... A list will be supplied. All purchases need to be approved by the Chairperson who will coordinate purchases with the Treasurer.
Updates website with correct facilities and directions, names and contacts of secretariat positions listed on the website. Weekend fees and dates, new rectors, calendars, events, meeting dates, etc.Anything that relates to the website needing to be updated.
Maintains a database of all current servers and Pescadores and their service positions for the rectors to use for team building and qualifications for choosing rectors. Communicates with the community via email. (Remember to always blind carbon copy before sending out community emails. If you do not know how to blind carbon copy please ask.) Maintains email data on all community members and secures new Pescadores emails addresses and new team additions (Emmaus servants and or servants from other communities that join us for a weekend in SCKTD). This information should be available from the media person of any given weekend.
(The duties of this position are for both men's and women's weekends) Make sure the campground is ready to receive our community. Set up each area as needed to begin the weekend and check to be sure supplies are out of storage and in place (to be picked up by each respective department) This position does not acquire the supplies, it just ensures that the supplies are out of storage and in a central location for pick up. Set up for send off (chairs and podium with microphone, sign in table) and assist if needed to set up kitchen for send off meal, meet with Kitchen Head to arrange help for food truck. (this will also need to be coordinated with the Food person from the secretariat, as this is in their job description as well)., Communicate with Dorm Head regarding receiving area and set up for receiving candidates and their luggage. In hopes that when a candidate arrives, there is not confusion regarding where to go and what to do. (This can be done by phone or onsite...) This request is simply made as a back up / helping the Dorm Head if needed since time can be if essence as send off nears on Thursday of a weekend. We request this because the set-up crew is already on the campground and the Dorm Head may not be arriving till later in the day.
Arrive at campground at the end of each weekend, men's and women's. Break down between weekends should be minimal, although this position needs to check with the Chairperson who will communicate with the campground about what needs to be done between weekends. You may not need to break down between weekends, but your help could be needed by the Chairperson and/or the Set-up Couple/Team. So please check with both to see if they need assistance between weekends. At the end of the women's weekend, the break-down couple/team will secure all Tres Dias supplies, pack and store all Tres Dias belongings, either on the campground or a prearranged place of storage.
This will require extra hands, so the Break-down couple will need to secure helpers either from team members, or from servants outside the current team that could help out upon breakdown. Often servants are very willing to come help break down, to offer their service when they could not for whatever reason work the weekend on the team.
Return the campground to its original state prior to the weekends, tables, chairs, podiums, signage, beds, any and all items moved or used by our community, tidy up all areas as needed, make sure trash is properly disposed of and communicate with the Chairperson in conjunction with the campground personnel regarding what is expected.
This will need to be a team effort and not to be
taken on by one couple. The break-down couple can manage and oversee the break-down, but help will be needed to complete the task. Leave the campground in satisfactory condition as per the campgrounds requests.
Responsible for the establishment of
Reunion Groups. Communicates to candidates and Pescadores the function and purpose of a Reunion Group.
Contact all candidates as soon as possible after a Tres Dias Weekend, to encourage them to join an existing or establish a new Reunion Group. Be a member of a Reunion Group and attend as many other Reunion Group meetings as possible. Encourages the flow of meetings with focus on prayer, fellowship and accountability to piety Christ-likeness), study and action. Develops and maintain a list of all existing Reunion Groups and their attendees. Participates in overall guidance ano planning of SCKTD activities.
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