Events and Administrative Coordinator

Department: Costello College of Business

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: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Motor Vehicle Records Check: Yes

About the Department:

The Donald G. Costello College of Business at George Mason University is one of the largest business schools in Virginia, and is located near Washington, D.C., in Arlington and Fairfax, and at George Mason’s global campus in Incheon, South Korea. The college’s AACSB-accredited business and accounting curricula prepare undergraduate and graduate students from the U.S. and across the globe for career success in business and government. Its research-based faculty and focus on multi-disciplinary academic programs, inclusive entrepreneurship, modular education, experiential learning, and corporate partner engagement are transforming the landscape of business education and workforce development. Learn more at business.gmu.edu.

About the Position:

The Events and Administrative Coordinator is responsible for collaboratively developing, planning, and executing events for the College of Business while maintaining a professional representation of the college to all stakeholders. This position operates in a fast-paced environment, managing multiple demands and adapting to changing priorities to support the college's mission and goals. Additionally, the role provides comprehensive administrative support to the Office of the Dean, including general office support, event assistance, and close collaboration with the Dean’s Office and various college units on initiatives and projects. Responsibilities also encompass meeting arrangements, scheduling, procurement, travel coordination, and special projects for the Dean’s leadership team.

Responsibilities:

Events Coordination:

• Assists with meeting/event planning and execution for the Dean’s Office members and their direct-reporting units;
• Works collaboratively with various faculty and staff in all aspects of planning and executing college events; sets expectations with clients (Costello faculty/staff) and confirms planning responsibilities;
• Works with event stakeholders to develop a budget for each event;
• Ensures event revenue and expenses are executed in alignment with approved budget and in accordance with university and state policy;
• Processes event contracts with university procurement and provides executed contract to vendor;
• Oversees fiscal paperwork and payments for general event expenses; working collaboratively with internal Costello clients to make sure vendor is paid;
• Requests and files room reservations for events using the 25Live reservation system;
• Coordinates planning and executing of event signage, audiovisual equipment, décor, event materials, etc. to meet the quality expectations for Costello events;
• Selects and orders food and beverages;
• Works with hotels and other external events spaces to choose and reserve space for events as needed;
• Manages the negotiations of external space contracts in the interest of the college and university;
• Hires and manages contract staff as needed to assist in the seamless execution of events production;
• Provides pre-event, day-of, and post-event assistance, including assisting with setup/breakdown support and some strenuous physical work when needed; and
• Performs other event coordination related tasks as assigned. 

Events Promotion, Reporting and Administration:

• Assists with writing promotional materials and marketing strategies;
• Maintains and organizes the event storage room and implements an event inventory tracking process;
• Conducts ongoing pre-event research/market studies and site visits to help make decisions about event locations and is a resource for event ideas, strategies and planning;
• Conducts post-event research and evaluations for attendees, and compiles results for event records;
• Assists in keeping the college-wide event calendar organized, working collaboratively with Costello clients/departments as necessary to ensure calendar accuracy; and
• Encourages Costello clien