Events and Scheduling Coordinator

Job Type:Full-Time 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. 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. 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. For full consideration, applicants must apply for th8 Events and Scheduling Coordinator at https://jobs.gmu.edu/.