George Mason University · 1 day ago
Events and Scheduling Coordinator
Fairfax, VA
Full-time
Hybrid
New Grad, Entry LevelGeorge Mason University is seeking an Events and Scheduling Coordinator to join their Office of University Branding. This role involves managing and facilitating events for university recognized student organizations, ensuring compliance with university policies, and providing exceptional customer service throughout the event planning process.
Education
No H1B
Responsibilities
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 necessary university 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
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
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
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
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
Qualification
Required
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
Ability to work nights and weekends
Preferred
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
Must currently possess a valid motor vehicle license
Company
George Mason University
George Mason University is an innovative, entrepreneurial institution.
Founded in 1957
5001-10000 employees
Funding
Current Stage
Late StageTotal Funding
$0.68MKey Investors
National Safety CouncilNational Institute of Standards and TechnologyVirginia Innovation Partnership Corporation
2025-06-25Grant· $0.05M
2024-04-03Grant· $0.2M
2023-08-03Grant· $0.07M
Leadership Team
Bassam Haddad
Director, Middle East and Islamic Studies Program
Ellen Laipson
Director, International Security Program
Recent News
2025-11-15
American Institutes for Research
2025-11-05
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