Events and Scheduling Coordinator

Responsibilities

Event Scheduling

• Coordinates and schedules event reservations for university recognized student organizations, ensuring accurate and timely reservations in 25
  
  Live;
• 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 and advises new and existing student organizations on the effective use of 25
  
  Live for requesting event space and guiding through the checklist process, ensuring 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;
• 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.

Event Coordination

• 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 (25
  
  Live) 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;
• Monitors event timelines and addresses any last‑minute changes or additions to ensure smooth operations.

Policy Compliance and Communication

• 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;
• Communicates with Event Operations Group regarding student events on a weekly basis and reports out when necessary.

Customer Service

• 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;
• Delivers exceptional customer service to all audiences, fostering positive relationships and satisfaction.

Contract and Billing Management

• 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;
• Responsible for sending final bills to clients upon event completion, ensuring accuracy and transparency in all financial transactions.

• Bachelor's degree in Public Relations, Communications, Marketing or related field, or equivalent combination of education and experience;
• Proficient in Microsoft Office…