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

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

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 and protects the brand, and shares important and timely information with the Mason community and its external partners.

About the Position:

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 Manager of Events of University Events. Internal relationships include colleagues within the Office of University Branding, all academic colleges and schools, the Office of Admissions, and other support units, as well as other 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. Key responsibilities include:

• Coordinating and scheduling event reservations for university departments, student organizations, and external rental clients, ensuring accurate and timely reservations in 25Live;
• Providing clients and support staff with detailed room setup diagrams and assisting clients with logistical arrangements;
• Providing 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;
• Troubleshooting system-related issues for users, and resolving technical or process challenges efficiently; and
• Ensuring 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 event arrangements on behalf of the client. Specific duties include:

• Spacing negotiations, and 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;
• Overseeing the successful execution of event arrangements for various departments, units, and recognized student organizations across campus;
• Coordinating essential services such as audio-visual support, catering, and police/security while managing changes, additions, and event timing to ensure a seamless experience;
• Collaborating closely with venue operations staff to share event details, including setup requirements and diagrams, ensuring seamless coordination;
• Ensuring all necessary arrangements are in place for successful event execution;
• Representing scheduled events in weekly event logistics meetings, providing updates, addressing concerns, and aligning with cross-departmental teams to maintain high service standards; and
• Monitoring event timelines and addressing any last-minute changes or additions to ensure smooth operations.

Policy Compliance and Communication:

• Ensuring all events adhere to university policies and procedures; and
• Communicating effectively with clients about required forms, approvals, and guidelines for event success.

Customer Service:

• Building and maintaining strong connections with colleagues, supervisors, university administrators, students, and both internal and external clients;
• Representing Mason professionally, demonstrating a collaborative and solutions-oriented approach in all interactions;
• Clearly communicating policies and procedures to clients, ensuring they are well-informed and prepared for a successful event experience; and
• Delivering 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 providing clients with detailed estimates for event costs; and
• Responsible for sending final bills to clients upon event completion, ensuring accuracy and transparency in all financial transactions. 

Assist with Other Major Events, Training, and Assignments as needed. 

Required Qualifications:

• Bachelor's degree in Public Relations, Communications, Marketing or related field, or equivalent combination of education and experience;
• Proficient in Microsoft Office suite, 25live (Resource 25), and Outlook calendar system;
• Excellent interpersonal and communication skills, including the ability to write clearly and accurately;
• Outstanding organizational skills, accuracy, and attention to detail;
• Ability to prioritize multiple tasks and the ability to work well within deadlines;
• 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;
• Professional certification such as CMP, CMM, CGMP or CSEP;
• 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; and
• Currently possess a valid motor vehicle license.

Instructions to Applicants: 

For full consideration, applicants must apply for th8 Events and Scheduling Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date:  July 10, 2025

For Full Consideration, Apply by:  July 28, 2025

Open Until Filled:  Yes