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 A Force for Innovation in the Heart of Northern Virginia's Technology Corridor About the College The College of Engineering and Computing (CEC) at George Mason University is a fast-growing force for innovation in research and education. Ranked nationally in the top 100 in both undergraduate and graduate education, the CEC enrolled a record high of 10,933 students in fall 2023. The college has 34 undergraduate, master's and doctoral degree programs including several first-in-the-nation offerings. Of its 320 full-time faculty, 93 are tenured, 77 are tenure-track, 90 are term faculty, and 60 are research faculty. As part of a nationally ranked research university, CEC research teams expended $65 million in sponsored research awards in the past year and had projects with over $119 million in current and anticipated awards. The college stands out for its leading research in areas such as artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, healthcare, autonomous systems, 5G/Next G communications, systems architectures, computational biomedicine, advanced materials and manufacturing, sustainable infrastructure, and more. The college encourages and supports multidisciplinary research and provides ample opportunity for faculty to work with other disciplines. About the University and the Region George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of more than 40,000 students studying in over 200 degree programs. Mason is an innovative, entrepreneurial institution with national distinction in a range of academic fields. It was classified as an R1 research institution in 2016 by the Carnegie Classifications of Institutes of Higher Education. The university has campuses in Fairfax, Arlington, and Prince William County. Its proximity to Washington, D.C. provides unmatched geographical access to federal agencies and national laboratories. Northern Virginia is also home to one of the largest concentrations of high-tech firms in the nation, providing excellent opportunities for interaction with industry. The region is consistently rated as being among the best places to live in the country and has an outstanding local public school system. About the Future In conjunction with Amazon's decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia announced a multi-year plan to invest in the growth of degree programs in computing. As a result, Mason has committed to accelerate its plans to grow its capacity in computing and high-tech fields. Among the university's exciting initiatives are the launch of the Institute for Digital Innovation-a university think tank and incubator to serve the digital economy-and the expansion of Mason Square home to its Arlington facilities. In 2025, Fuse a new 355,000 square foot building, will open to students, faculty, and research teams. This net-zero facility will house the Institute for Digital Innovation, state-of the-art classrooms, labs, and collaborative spaces. It will also include retail space, and leasing opportunities for local businesses. These initiatives reflect hundreds of millions of dollars in new investment by Mason that will rapidly elevate the university's already leading national position in computing and related areas.