Events and Scheduling Coordinator

About the role

The Events and Scheduling Coordinator works with the University Events team to manage and facilitate events for both on and off-campus constituencies. They report to the Director of Events Production and interact with colleagues within the Office of University Branding and the broader university community.

Responsibilities

• Event Scheduling: Coordinate and schedule event reservations for university departments, student organizations, and external rental clients; ensure accurate and timely reservations in 25Live; provide clients with detailed room setup diagrams and assist with logistical arrangements; train/advising new and existing departmental users on the effective use of all approved university software; troubleshoot system-related issues for users; and ensure seamless event scheduling and coordination for a diverse range of stakeholders.

• Event Coordination: Assist clients in navigating the event planning process; provide resources, information, and assistance in planning; make event arrangements on behalf of the client; negotiate space, provide necessary forms, and clear information about event-related policies and procedures; oversee registration processes; ensure accurate updates in the event scheduling database (25Live); coordinate essential services such as audio-visual support, catering, and police/security; collaborate with venue operations staff; monitor event timelines; and address last-minute changes or additions to ensure smooth operations.

• Policy Compliance and Communication: Ensure all events adhere to university policies and procedures; communicate effectively with clients about required forms, approvals, and guidelines for event success.

• Customer Service: Build and maintain strong connections with colleagues, supervisors, university administrators, students, and both internal and external clients; represent Mason professionally, demonstrating a collaborative and solutions-oriented approach in all interactions; clearly communicate policies and procedures to clients; and deliver exceptional customer service to all audiences, fostering positive relationships and satisfaction.

• Contract and Billing Management: Provide necessary contracts or agreements, including rental contracts, jointly organized agreements, or student event checklists, in a timely and efficient manner; enter estimates for event fees and rental items into the scheduling system; send final bills to clients upon event completion; and assist with other major events, training, and other assignments as needed.

Requirements

• Bachelor's degree in Public Relations, Communications, Marketing or the equivalent combination of education and experience
• Excellent interpersonal and communication skills, including the ability to write clearly and accurately
• Proficient in Microsoft Office suite, 25live (Resource 25), and Outlook calendar system
• Outstanding organizational skills, accuracy, and attention to detail
• Ability to prioritize multiple tasks and work well within deadlines
• Demonstrate the ability to troubleshoot problems independently and perform duties with changing priorities and under hectic circumstances
• Ability to work nights and weekends

Preferred Qualifications

• CMP and/or CMM professional designation preferred
• Professional certification such as CMP, CMM, CGMP or CSEP preferred
• Professional experience in meeting/event coordination preferably in higher education or related experience in an association, corporate or industry related environment
• Experience in events management
• Knowledge with event scheduling database and/or 25live software preferred