Events and Scheduling Coordinator

Events and Scheduling Coordinator

Department: Office of University Branding

Classification: Public Relations & Mktg Spec 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

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

The Office of University Branding at George Mason University is responsible for telling the Mason story. Relying on a team of highly skilled communicators and marketing professionals, the department builds awareness and support for the university, develops the brand, protects the reputation of the university and shares important and timely information with the Mason community and its external partners.

The Events and Scheduling Coordinator will work with the University Events team to manage and facilitate events for both on and off‑campus constituencies. Personal integrity is essential, along with a commitment to the goals and objectives of the Office of University Branding and George Mason University. Reports to the Director of Events Production. Internal relationships include colleagues within the Office of University Branding, and colleagues within the broader university community.

• Responsible for scheduling events using the 25
  
  Live event scheduling system, with a primary focus on internal and external events.
  
  Key responsibilities include:
  • Coordinating and scheduling event reservations for university departments, student organizations, and external rental clients;
  • Ensuring accurate and timely reservations in 25
    
    Live;
  • 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 25
    
    Live for scheduling, event registration platforms, and systems authorized for processing payments. Ensuring users demonstrate proficiency and adhere to university policies and procedures across all platforms;
  • Troubleshoot system-related issues for users, resolving technical or process challenges efficiently;
  • Ensure 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.

• Responsible for assisting the client in navigating the event planning process at the University. Responsible for providing resources, information and assistance in planning. At times, the coordinator will also be responsible for making the event arrangements on behalf of the client. Specific duties include:
  • Space negotiations, 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 (25
    
    Live) is accurately updated with event requirements, setup details, and other client‑provided information;
  • Oversee the successful execution of event arrangements for various departments, units, and recognized student organizations across campus;
  • Coordinate essential services such as audio‑visual support, catering, and police/security while managing changes, additions, and event timing to ensure a seamless experience;
  • Collaborate closely with venue operations staff to share event details, including setup requirements and diagrams, ensuring seamless coordination;
  • Ensure all necessary arrangements are in place for successful event execution;
  • Represent scheduled events in weekly event logistics meetings, providing updates, addressing concerns, and aligning with cross‑departmental teams to maintain high service standards;
  • Monitor event timelines and address any last‑minute…