Events and Administrative Coordinator

Department: Costello College of Business

Classification: Admin Office Specialist 3

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

Motor Vehicle Records Check: Yes

About the Department:

The Donald G. Costello College of Business at George Mason University is one of the largest business schools in Virginia, and is located near Washington, D.C., in Arlington and Fairfax, and at George Mason’s global campus in Incheon, South Korea. The college’s AACSB-accredited business and accounting curricula prepare undergraduate and graduate students from the U.S. and across the globe for career success in business and government. Its research-based faculty and focus on multi-disciplinary academic programs, inclusive entrepreneurship, modular education, experiential learning, and corporate partner engagement are transforming the landscape of business education and workforce development. Learn more at business.gmu.edu.

About the Position:

The Events and Administrative Coordinator is responsible for collaboratively developing, planning, and executing events for the College of Business while maintaining a professional representation of the college to all stakeholders. This position operates in a fast-paced environment, managing multiple demands and adapting to changing priorities to support the college's mission and goals. Additionally, the role provides comprehensive administrative support to the Office of the Dean, including general office support, event assistance, and close collaboration with the Dean’s Office and various college units on initiatives and projects. Responsibilities also encompass meeting arrangements, scheduling, procurement, travel coordination, and special projects for the Dean’s leadership team.

Responsibilities:

Events Coordination:

• Assists with meeting/event planning and execution for the Dean’s Office members and their direct-reporting units;
• Works collaboratively with various faculty and staff in all aspects of planning and executing college events; sets expectations with clients (Costello faculty/staff) and confirms planning responsibilities;
• Works with event stakeholders to develop a budget for each event;
• Ensures event revenue and expenses are executed in alignment with approved budget and in accordance with university and state policy;
• Processes event contracts with university procurement and provides executed contract to vendor;
• Oversees fiscal paperwork and payments for general event expenses; working collaboratively with internal Costello clients to make sure vendor is paid;
• Requests and files room reservations for events using the 25Live reservation system;
• Coordinates planning and executing of event signage, audiovisual equipment, décor, event materials, etc. to meet the quality expectations for Costello events;
• Selects and orders food and beverages;
• Works with hotels and other external events spaces to choose and reserve space for events as needed;
• Manages the negotiations of external space contracts in the interest of the college and university;
• Hires and manages contract staff as needed to assist in the seamless execution of events production;
• Provides pre-event, day-of, and post-event assistance, including assisting with setup/breakdown support and some strenuous physical work when needed; and
• Performs other event coordination related tasks as assigned. 

Events Promotion, Reporting and Administration:

• Assists with writing promotional materials and marketing strategies;
• Maintains and organizes the event storage room and implements an event inventory tracking process;
• Conducts ongoing pre-event research/market studies and site visits to help make decisions about event locations and is a resource for event ideas, strategies and planning;
• Conducts post-event research and evaluations for attendees, and compiles results for event records;
• Assists in keeping the college-wide event calendar organized, working collaboratively with Costello clients/departments as necessary to ensure calendar accuracy; and
• Encourages Costello clients to communicate events to the MARCOM department to be included on the college website/external posting.

Administrative Support for Dean’s Office Leadership Team:

• Provides a wide range of administrative support to Dean’s office leadership team members. Support includes, but is not limited to: scheduling, event support, meeting arrangements and preparation, procurement/budget, note taking, reporting, database management, drafting presentations, travel authorizations, and reimbursements.

General Office Administrative Support:

• Provides general office administrative support to the Dean’s Office. Support includes, but not limited to, reception services, office supply/catering orders, filing, room reservations, facility requests, procurement, and event/meeting support.

Special Projects and Additional Duties:

• Executes special projects and additional related duties as assigned to support the department. 

Required Qualifications:

• High school diploma or equivalent;
• Demonstrated event coordination work experience and/or non-professional event experience and event volunteer work;
• Considerable experience providing administrative support and meeting coordination in a dynamic environment;
• Experience working with senior management personnel and/or stakeholders;
• Proficient in the use of computers with working knowledge of all applications in Microsoft Office (especially Excel, Word, PowerPoint), electronic calendaring, and e-mail;
• Demonstrated ability and knowledge to manage meeting/event coordination and schedules;
• Strong interpersonal skills and excellent communication skills, both verbal and written, to engage at all levels of diverse university/business communities;
• Demonstrated ability to work effectively and collaboratively in a dynamic, fast-paced, demanding environment;
• Advanced organizational skills and ability to prioritize;
• Attention to detail and ability to manage complex administrative/operational processes;
• Ability to work independently and flexibly and to complete multiple tasks within tight deadlines;
• Must be creative, resourceful and have an ability to solve problems calmly and quickly;
• Ability to quickly gain proficiency in web-based database platforms/applications and other tools;
• Ability to handle matters with discretion and maintain absolute confidentiality in a highly visible office;
• Ability to initiate, plan, schedule and manage on- and off-site university events, to include coordination of locations, facilities, technical services, supplies and catering;
• Ability to effectively communicate standards of facility use, program operations, campus policies, regulations and procedures to stakeholders/attendees and in front of large groups;
• Ability to develop cost estimates, and schedules that effectively manage multiple projects with diverse stakeholder needs;
• Must be hospitable, gracious, customer-oriented and have a passion and dedication for creating high-quality events/guest experiences;
• Must be available to work nights and weekends as needed to execute events, as well as a full day on the day before and day of each major event;
• Must be available to travel to events at multiple campuses and locations and have reliable transportation;
• Must maintain a professional appearance employing business casual/professional attire; and
• Valid driver's license: 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;
• Professional experience in event planning and execution of medium to large scale events with 50-200 attendees;
• Experience providing administrative support and assisting leadership personnel in an academic/higher education environment;
• Experience with data management and/or project management;
• Knowledge of university and Costello College of Business programs, policies, and procedures;
• Demonstrated ability and knowledge to support leadership personnel in an academic/higher education environment; and
• Working knowledge with university applications such as P-Card, eVA, Chrome River, Bank of America Works, Teams, One Drive, and reporting formats.

Instructions to Applicants: 

For full consideration, applicants must apply for Events and Administrative 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: March 10, 2025

For Full Consideration, Apply by:  March 23, 2025

Open Until Filled:  Yes