Event Coordinator and Administrative Assistant

Fairfax, VA
Commensurate with education and experience.
May 22, 2023
Jul 08, 2023
Full Time
Office of the DeanEvent Coordinator and Administrative AssistantThe George Mason Office of the Dean, within the College of Engineering and Computing (CEC), seeks a proactive, organized, and self-reliant Event Coordinator and Administrative Assistant. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment. About the Department:The Office of the Dean is the lead executive office for the College of Engineering and Computing. The College's central goals and strategies are developed within the Office of the Dean, and it serves as the main conduit between the College and other executive level offices within the University as well as with the departments, programs, and centers within the College.About the Position:The Event Coordinator and Administrative Assistant will provide event coordination and administrative support to the CEC Dean's Office. The position will be responsible for coordinating CEC wide events such as faculty meetings, degree celebrations, and external conferences. In addition, the position will manage the CEC conference room scheduling and support management of a calendar of events.Responsibilities:Event Coordination:Serves as main point of contact for assigned CEC meetings/events (e.g. degree celebration, faculty meetings, monthly coffees, Dean's lunches, external conferences etc.); Serves as main, central point of contact related to events for department administrative personnel;Secures rooms for CEC events using approved University systems (25Live, etc.); Handles food and beverage orders for CEC Dean's Office events;Submits orders for events using p-card and eVA procurement system, reconciles orders; Creates and distributes marketing materials for events internally to faculty/staff;Works in coordination with CEC's External Communications Team related to external conferences and events CEC supports and attends; 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:Primary 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; Distribute and track keys and borrowed items for conference rooms; Ensure timely responses to all emails in the vsevents email account; andInputs and approves 25Live meeting bookings for specific CEC managed conference rooms.Provides Administrative Support to Dean's Office Team:Handles scheduling of meetings, appointments, events and travel as assigned by supervisor for other Dean's Office senior staff;Monitors deadlines and brings them to 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; andAt the direction of supervisor, provide administrative support and meeting/event coordination for other members of the Dean's Senior Staff.Required Qualifications:Proficiency using e-mail (Outlook), internet, Microsoft Office Suite (Word, Excel, PowerPoint);Exceptional written and oral communication skills;Ability to handle sensitive and/or confidential materials;Ability to juggle multiple projects simultaneously;Experience providing administrative and event coordination support (typically 3+ years);Experience managing calendars and scheduling meetings; andExperience managing and coordinating events and meetings for up to ~150 people.Preferred Qualifications:Familiarity with higher education environment preferred;Familiarity with eVA procurement preferred;Previous experience working for an executive preferred; andBachelor's Degree in a related field.*Please note that this is not a 100% remote/virtual position, but it is telework friendly. Depending on your department/office, you may have the ability to telework up to 2 days per week.*Mason Engineering: The Future of Engineering is Here The College of Engineering and Computing at George Mason University is comprised of the Volgenau School of Engineering and the School of Computing. The College is a fast-growing force for innovation in research and education. Ranked nationally in the top 100 in both undergraduate and graduate education, the College boasts 10,000 students in 37 undergraduate, master's, and doctoral degree programs, including several first-in-the-nation offerings. Of the 302 full-time faculty who comprise the College, 93 are tenured, 75 are tenure-track, 82 are instructional faculty, and 52 are research faculty. As part of a nationally ranked research university, its research teams expended more than $70 million in sponsored research awards last year and has projects with over $400 million in current and anticipated awards. Located in the heart of Northern Virginia's technology corridor, Mason Engineering stands out for its research in many leading areas including artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, autonomous systems, 5G communications, systems architectures, computational biomedicine, community-based healthcare, advanced materials and manufacturing, sustainable infrastructure, and more. The College highly encourages multidisciplinary research and provides faculty with opportunities to work with other disciplines.George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of 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. Mason is located in the city of Fairfax in Northern Virginia at the doorstep of the Washington, D.C., metropolitan area, with unmatched geographical access to a number of 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. Fairfax is consistently rated as being among the best places to live in the country, and has an outstanding local public school system.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. George Mason University has committed to accelerate its plans to increase its capacity in engineering and computing. Some of the university's exciting plans are the launch of the Institute for Digital InnovAtion, a university think tank and incubator to serve the digital economy, and the expansion of its Arlington Campus with a 360,000 square foot building¬-Fuse at Mason Square. Fuse will become the nexus of Mason's transdisciplinary research, entrepreneurship, and academic program efforts in digital innovation, and will unite the public and private sectors in a collaborative alliance to address the world's grand challenges.

For full consideration, applicants must complete the online application at https://jobs.gmu.edu/ for position number 03232Z; and attach 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 March 20, 2023; however, review of applications will continue until the position is filled.

"Great Careers Begin at Mason! George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!George Mason University, Where Innovation is Tradition."

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

Similar jobs