Event Services Production Coordinator

Job Type:Full-Time The Event Services Production Coordinator is the primary contact for the utilization of production services provided through Event Services. 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/ . For full consideration, applicants must apply for Event Services Production Coordinator at https://jobs.gmu.edu/.