Events and Scheduling Coordinator

Events and Scheduling Coordinator

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 assisting clients with logistical arrangements;
• Provide guidance to clients on acquiring necessary University services and resources;
• Training/advising 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; and
• 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

• Responsible for assisting the client in navigating the event planning process at the University. Responsible for providing resources, information and assistance in planning. At times, the coordinator will also be responsible for making the event arrangements on behalf of the client. Specific duties include:
• Space negotiations, ensuring event spaces align with client needs and budgets while providing accurate billing estimates;
• Providing clients with necessary forms, as well as clear information about event-related policies and procedures;
• Assisting with registration processes to streamline event participation and management;
• Ensuring 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; and
• 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; and
• 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; and
• Deliver exceptional customer service to all audiences, fostering positive relationships and satisfaction.

Contract and Billing Management

• Responsible for providing necessary contracts or agreements, including rental contracts, jointly organized agreements, or student event checklists, in a timely and efficient manner to ensure all parties are informed and prepared;
• Responsible for entering estimates for event fees and rental items into the scheduling system and provide clients with detailed estimates for event costs;
• Responsible for sending final bills to clients upon event completion, ensuring accuracy and transparency in all financial transactions; and
• 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 the ability to work well within deadlines;
• Demonstrate the ability to troubleshoot problems independently and perform duties with changing priorities and under hectic circumstances; and
• 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; and
• Knowledge with event scheduling database and/or 25live software preferred.

Instructions to Applicants:

For full consideration, applicants must apply for Events and Scheduling Coordinator at Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer