Event Coordinator

Department: Col of Engineering and Computing

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: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Dean’s Office is the lead executive office for the College of Engineering and Computing. The College’s central goals and strategies are developed within the office, and it serves as the primary conduit between the College and other executive-level offices within the University and with the departments, programs, and centers within the College.

About the Position:

The Event Coordinator will provide coordination and management support to the CEC Dean’s Office for student and external-facing events as well as larger-scale internal events. Additionally, the incumbent serves as the College’s main point of contact and resource for policies and procedures related to hosting events at Mason.

• Basic scheduling and event coordination can be done independently. More complex event management will be done in coordination with supervisor or event sponsor.
• Applies knowledge of office/business/academic practices and procedures. Expected to handle daily and routine tasks independently and accurately.
• Incumbent is a member of the larger Dean’s Office administrative team and is expected to support and backup others as needed.
• Meetings and events often take place after hours and on other Mason campuses, incumbent is expected to be available to attend those meetings/events for which they have handled the coordination

*Please note that this is not a 100% remote/virtual position, but it is telework friendly. Depending upon your department/office, you may have the ability to telework 1-3 days per week.

Responsibilities:

Event Coordination and Policy Management

• Handles all logistics – before, during, and after - assigned CEC meetings/events managing room reservations, food, and beverage, a/v, etc. based on university policies and procedures. Event examples include, but are not limited to the College’s degree celebration, engineering communicators conference, BlastOff Week, Engineers/Innovation Week, Dean’s lunches, faculty meetings and external conferences;
• Serves as the College’s primary contact for event-related policies and procedures, including Programs, Events, and Camps (PEC) for Minors and other risk-management-related items;
• Serves as the central point of contact related to events for department administrative personnel, answering questions related to policies and procedures;
• Creates and distributes marketing materials for events internally to faculty/staff; and
• Serves as the primary administrative point of contact for CEC sponsorships and exhibit booth registrations for external conferences and events.

CEC Conference Room Scheduling

• Inputs and approves 25Live meeting reservations for CEC-managed conference rooms;
• Serves as main POC for CEC’s online events calendar;
• Secondary contact for conference room scheduling for rooms managed by the CEC Dean’s Office, including but not limited to conference rooms within the Nguyen Engineering building and Research Hall:

• • Distribute and track keys and borrowed items for conference rooms; and 
  • Ensure timely responses to all emails in the vsevents email account.

Dean’s Office Administrative Support

• Schedules meetings, appointments, events and travel as assigned by supervisor for Dean’s Office senior staff;
• Monitors deadlines and brings them to the attention of supervisor;
• Performs support functions to include:
• Preparing meeting agendas;
• Required logistical set-up, ordering of food, and the preparation and or collection of materials needed for meetings; and
• Other duties as assigned.

Required Qualifications:

• Demonstrated experience providing administrative and event coordination support;
• Considerable related experience;
• Experience managing calendars and scheduling meetings;
• Experience managing and coordinating events and meetings for up to ~250 people;
• Experience working with external vendors, including catering, a/v etc.;
• Strong proficiency using e-mail (Outlook), internet, Microsoft Office Suite (Word, Excel, PowerPoint);
• Experience with CMS systems;
• Exceptional written and oral communication skills;
• Ability to handle sensitive and/or confidential materials;
• Ability to juggle multiple complicated projects simultaneously;
• Professional demeanor and presentation; and 
• Comfort with shifting priorities.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Significant experience preferred;
• Experience in basic purchasing and reconciliation;
• Previous experience working for an executive;
• Familiarity with higher education environment; and
• Familiarity with eVA procurement.

Instructions to Applicants: 

For full consideration, applicants must apply for Event Coordinator at https://jobs.gmu.edu/; complete and submit the online application; and provide a cover letter, resume, and a list of three professional references with contact information. Full consideration will apply to applicants who submit their completed application by October 28, 2024; however, review of applications will continue until the position is filled.

Posting Open Date: October 14, 2024

For Full Consideration, Apply by:  October 28, 2024

Open Until Filled:  Yes