Events and Scheduling Coordinator

Department: Office of University Branding, Classification: Public Relations & Mktg Spec 3, Job Category: Classified Staff, Job Type: Full-Time, Work Schedule: Full-time (1.0 FTE, 40 hrs/wk), Location: Fairfax, VA, Workplace Type: Hybrid Eligible, Sponsorship Eligibility: Not eligible for visa sponsorship, Pay Band: 04, Salary: Salary commensurate with education and experience, Criminal Background Check: Yes. The Office of University Branding at George Mason University is responsible for telling the Mason story. Relying on a team of highly skilled communicators and marketing professionals, the department builds awareness and support for the university, develops the brand, protects the reputation of the university and shares important and timely information with the Mason community and its external partners. The Events and Scheduling Coordinator will work with the University Events team to manage and facilitate events for both on and off-campus constituencies. Personal integrity is essential, along with a commitment to the goals and objectives of the Office of University Branding and George Mason University. Reports to the Director of Events Production. Internal relationships include colleagues within the Office of University Branding, and colleagues within the broader university community. Responsibilities Event Scheduling Responsible for scheduling events using the 25Live event scheduling system, with a primary focus on internal and external events. Coordinating and scheduling event reservations for university departments, student organizations, and external rental clients. Ensuring accurate and timely reservations in 25Live. Provide clients and support staff with detailed room setup diagrams and assist clients with logistical arrangements. Provide guidance to clients on acquiring necessary University services and resources. Train/advice new and existing departmental users on the effective use of all approved university software, including 25Live for scheduling, event registration platforms, and systems authorized for processing payments, ensuring users demonstrate proficiency and adhere to university policies and procedures across all platforms. Troubleshoot system-related issues for users, resolving technical or process challenges efficiently. Ensure seamless event scheduling and coordination for a diverse range of stakeholders by demonstrating strong attention to detail, excellent communication skills, exceptional client support, and effective technical troubleshooting. Event Coordination Assist the client in navigating the event planning process at the University. Provide resources, information and assistance in planning, and at times make event arrangements on behalf of the client. Negotiate space, ensuring event spaces align with client needs and budgets while providing accurate billing estimates. Provide clients with necessary forms and clear information about event-related policies and procedures. Assist with registration processes to streamline event participation and management. Ensure the event scheduling database (25Live) is accurately updated with event requirements, setup details, and other client-provided information. Oversee the successful execution of event arrangements for various departments, units, and recognized student organizations across campus. Coordinate essential services such as audio-visual support, catering, and police/security while managing changes, additions, and event timing to ensure a seamless experience. Collaborate closely with venue operations staff to share event details, including setup requirements and diagrams, ensuring seamless coordination. Ensure all necessary arrangements are in place for successful event execution. Represent scheduled events in weekly event logistics meetings, providing updates, addressing concerns, and aligning with cross-departmental teams to maintain high service standards. Monitor event timelines and address any last-minute changes or additions to ensure smooth operations. Policy Compliance and Communication Ensure all events adhere to university policies and procedures. Communicate effectively with clients about required forms, approvals, and guidelines for event success. Customer Service Build and maintain strong connections with colleagues, supervisors, university administrators, students, and both internal and external clients. Represent Mason professionally, demonstrating a collaborative and solutions-oriented approach in all interactions. Clearly communicate policies and procedures to clients, ensuring they are well-informed and prepared for a successful event experience. Deliver exceptional customer service to all audiences, fostering positive relationships and satisfaction. Contract and Billing Management Provide necessary contracts or agreements, including rental contracts, jointly organized agreements, or student event checklists, in a timely and efficient manner. Enter estimates for event fees and rental items into the scheduling system and provide clients with detailed estimates for event costs. Send final bills to clients upon event completion, ensuring accuracy and transparency in all financial transactions. Assist with other major events, training and other assignments as needed. Required Qualifications Bachelor's degree in Public Relations, Communications, Marketing or the equivalent combination of education and experience. Excellent interpersonal and communication skills, including the ability to write clearly and accurately. Proficient in Microsoft Office suite, 25Live (Resource 25), and Outlook calendar system. Outstanding organizational skills, accuracy, and attention to detail. Ability to prioritize multiple tasks and work well within deadlines. Demonstrate the ability to troubleshoot problems independently and perform duties with changing priorities and under hectic circumstances. Ability to work nights and weekends. Preferred Qualifications CMP and/or CMM professional designation preferred. Professional certification such as CMP, CMM, CGMP or CSEP preferred. Professional experience in meeting/event coordination preferably in higher education or related experience in an association, corporate or industry related environment. Experience in events management. Knowledge with event scheduling database and/or 25Live software preferred. Equity Statement: George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status, or any characteristic protected by law. #J-18808-Ljbffr