Events and Scheduling Coordinator

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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

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. The Coordinator reports to the Associate Director of Events and Operations in University Events. Internal relationships include colleagues within the Office of University Branding, the Office of Student Involvement and University Life, all registered student organizations, 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 student organized events. Key responsibilities include:

• Coordinates and schedules event reservations for university recognized student organizations, ensuring accurate and timely reservations in 25Live;
• Provides students and support staff with detailed room setup diagrams and assists clients with logistical arrangements;
• Liaises with support offices and emergency operations to ensure safety measures and security assets are secured when needed;
• Provides guidance to students on acquiring necessaryuniversity services and resources via a checklist process;
• Trains/advises new and existing student organizations on the effective use of 25live for requesting event space and guiding through the checklist process. Ensures users demonstrate proficiency and adhere to university policies and procedures across all platforms;
• Troubleshoots system-related issues for students, resolving technical or process challenges efficiently; and
• Ensures 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 students in navigating the event planning process at the University. Responsible for providing resources, information, and assistance in planning. At times, the Event and Scheduling Coordinator will also be responsible for making event arrangements for major university events such as, but not limited to, Faculty/Staff Holiday parties and Spring and Winter Graduation. Specific duties may include:

• Manages spacing negotiations, and ensures event spaces align with client needs and budgets while providing accurate billing estimates;
• Provides clients with necessary forms, as well as clear information about event-related policies and procedures;
• Assists with registration processes to streamline event participation and management;
• Ensures the event scheduling database (25Live) is accurately updated with event requirements, setup details, and other client-provided information;
• Oversees the successful execution of event arrangements for various departments, units, and recognized student organizations across campus;
• Coordinates essential services such as audio-visual support, catering, and police/security while managing changes, additions, and event timing to ensure a seamless experience;
• Collaborates closely with venue operations staff to share event details, including setup requirements and diagrams, ensuring seamless coordination;
• Ensures all necessary arrangements are in place for successful event execution;
• Represents scheduled events in weekly event logistics meetings, providing updates, addressing concerns, and aligning with cross-departmental teams to maintain high service standards; and
• Monitors event timelines and addresses any last-minute changes or additions to ensure smooth operations.

Policy Compliance and Communication

• Ensures all events adhere to university policies and procedures;
• Communicates effectively with students about required forms, approvals, and guidelines for event success;
• Works with Associate Director of Events and Operations when necessary to update policies that impact student events; and
• Communicates with Event Operations Group regarding student events on a weekly basis, and reports out when necessary.

Customer Service

• Builds and maintains strong connections with colleagues, supervisors, university administrators, students, and both internal and external clients;
• Represents George Mason professionally, demonstrating a collaborative and solutions-oriented approach in all interactions;
• Clearly communicates policies and procedures to clients, ensuring they are well-informed and prepared for a successful event experience; and
• Delivers 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:

• 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;
• Experience with project management software such as Smartsheet and Wrike;
• Knowledge with event scheduling database and/or 25Live software; and
• Must currently possess a valid motor vehicle license.

Instructions to Applicants:

For full consideration, applicants must apply for the 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: February 4, 2026

For Full Consideration, Apply by: February 20, 2026

Open Until Filled: Yes