Event Services Production Coordinator

Department: Auxiliary Services and Operations

Classification: Public Relations & Mktg Spec 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

Student Centers integrates all aspects of campus life by serving as Mason's facility, program, and support services management department for the Johnson Center, Student Union Building I, and The Hub. The department aims to support and complement the academic process; provide excellent customer service to the Mason community and visitors; promote campus spirit through cooperative participation; encourage student development, social competency, and responsibility.

About the Position:

The Event Services Production Coordinator is the primary contact for the utilization of production services provided through Event Services. This position is responsible for coordination of all production aspects for events including, but not limited to, meeting with clients, overseeing production event order process, creating quotes based on submitted Event Services Request Forms, and working with University Events to ensure accuracy of all event requests while demonstrating strong customer service interaction with clients and colleagues. The Coordinator provides pre/post event communication with clients and university departments and routes all details of the event properly within Event Services for execution. Coordinator works in conjunction with Event Services Supervisors to ensure proper communication of production services and coordination of resources. Coordinator manages and maintains customer relationship management database and other electronic resources. Provides assistance in ensuring all event information is represented accurately in all information reference sources. The Coordinator oversees Event Services invoicing, collection and reconciliation for Event Services associated fees including production orders, damages and early opens/late closes. Participates in event planning meetings and other departmental staff meetings as required.

Responsibilities:

• Serves as the primary point of contact responsible for coordinating the planning and execution of events utilizing Event Services (ES) production services in conjunction with the ES Production Supervisor(s);
• Works with clients to determine the correct type of AV equipment, furnishings, and staff support needed to provide high quality services that support the needs of client specifications;
• Maintains detailed knowledge of all event equipment and staffing capabilities to ensure appropriate resource assignment and distribution of services;
• Works collaboratively with University Events, Catering, University Police, Housekeeping, Environmental Health and Safety, Facilities, and other departments including regional campuses to ensure proper communication and the delivery of high-quality event services;
• Ensure adequate timing for the delivery of services is allocated for each event order and associated space reservation;
• Serves as primary point of contact for the University Events Recognized Student Organizations (RSO) Checklist process to verify the need for additional services, ensuring all checklist clients are advised of capabilities, costs, expectations, and policies/procedures related to production;
• Oversees the creation, coordination, and finalization of event orders that properly and accurately reflect the services rendered at each event. This includes:
  • Timely processing of new requests for production services as well as the creation of event orders, rental purchase orders for sub-rented equipment, event & venue diagrams, and event logistics documentation;
  • Ensures the proper assignment of resources in University Event Scheduling Software (25Live), ES Booking/Invoicing System (booking system) and other relevant database resources;
  • Provides assistance as necessary to non-production events and other projects in conjunction with Event Services Assistant Directors;
  • Assists in ensuring accuracy of information is assigned properly in 25Live and other systems utilized by Event Services and Coordination goals are met;
• Works in conjunction with Event Services leadership to ensure database, offline/online forms and other reservation process tools are current and accurate;
• Maintains booking system including functionality, accuracy of event inventory, fee rates and available services;
• Develops and ensures ease of access to production request forms for both client and internal use;
• Manages and process billing for production services and other Event Services related fees;
• Provides invoices to clients following the execution of services and/or event that accurately reflect services rendered and address any additional costs that may have been incurred during the event;
• Oversees the monthly invoicing, billing and reconciliation of paid and outstanding accounts for all acceptable forms of payment;
• Liaises with financial representatives in other departments to assist with reconciliation;
• Provides information related to key performance indicators monthly to Student Centers in support of its strategic goals;
• Assists with the evaluation of annual rates/fees for potential changes;
• Assists with employee hiring, onboarding, training and development in coordination with Student Center Staff;
• Collaborates on Event Services and Student Centers marketing initiatives, helping to provide clients with timely and relevant information regarding changes to services, new products, and general educational campaigns;
• Represents Student Centers as appropriate and necessary in conversations with and training opportunities presented by campus partners;
• Serves on committees to review event activities, planning, procedures, and guidelines;
• Serves on search committees and other committees as appropriate;
• Attends event and staff meetings as appropriate;
• Ensures Event Services online presence for Production services is accurate and up to date in conjunction with ES Directors and SC Marketing team; and 
• Reviews and disseminates data collected from online surveys in manageable concise fashion to ES Directors. 

Required Qualifications:

• High school diploma or equivalent;
• Demonstrated experience in planning and implementing live events required, preferably in a university setting;
• Some experience in event operations/support/production;
• Basic knowledge in all areas of event operations and event support technology to include sound, lighting, video (setup, configuration, and operation) and the scheduling of events and personnel required;
• Knowledge of basic accounting principles, scheduling and billing software, and event planning;
• Skill to communicate effectively and professionally with staff, patrons, and colleagues at all times;
• Ability to meet competing deadlines to prioritize responsibilities simultaneously; and
• Must currently possess an appropriate, active, valid motor vehicle operator’s license that meets all of GMU’s requirements for operating state vehicles and equipment under Mason’s Vehicle Use Policy 1411, https://universitypolicy.gmu.edu/policies/vehicle-use/. The Office of Risk Management reserves the right to review the driver’s licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon a favorable review.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience in event scheduling and database management preferred.

Instructions to Applicants: 

For full consideration, applicants must apply for Event Services Production 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/Letter of Intent with Resume for review.

Posting Open Date: March 5, 2025

For Full Consideration, Apply by:  March 19, 2025

Open Until Filled:  Yes