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Events and Spaces Coordinator



Department: University Libraries

Classification: Public Relations & Mktg Spec 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Telework Friendly: Hybrid Eligible with up to 2 days of telework

Pay Band: 03

Salary: Salary commensurate with education and experience; no less than $55,000

Criminal Background Check: Yes

About the Department:

Within the Office of the Dean of Libraries and University Librarian, the “Administration” unit, led by the Assistant Dean for Administration, advances the University Libraries' strategic goals and plan by fulfilling a broad range of administrative functions for the University Libraries (on the Fairfax, Mason Square, and Science & Technology campuses), including: direction for and support of a holistic human resources program; oversight and coordination of the Libraries’ budgets (E&G, grants and Foundation); execution of fiscal and related business management services; management of facilities-related activities; and coordination of communications, grants, and marketing programs. We are committed to advancing diversity, equity, and inclusion in our workplace, as well as in the systems and services we build, as an inclusive excellence imperative.

About the Position:

The Events and Spaces Coordinator has ongoing management of the operations and tech upkeep of the instructional spaces and coordinates daily operations and use of Fenwick Public Use rooms (e.g., Main Reading Room, Instructional Spaces, Seminar Rooms). In collaboration with various library departments and councils, or under direction of Library Administration, this position develops, plans, manages, coordinates, implements, promotes, and assesses a variety of educational, outreach and other cultural events and programs for George Mason University Libraries. Participates in committees and/or workgroups as required to share knowledge, develop best practices, and advance the work of the Libraries.

Responsibilities:

Event Coordination:
  • Leads the virtual, in-person, and hybrid event planning needs for events hosted by the University Libraries, including scheduling, logistics planning, and resource identification in coordination with Library Administration and the Director of Development, as needed;
  • Executes event logistics with the library personnel by creating and maintaining an effective workflow and action plan for each event;
  • Manages location, technology, and catering logistics, as well as communications with event participants, if necessary, effectively and with great attention to detail;
  • Works closely with security, parking, catering, and other support services to ensure scheduled events are supported;
  • Hold post-event briefings to glean any takeaways or feedback from each event, if needed and provides recommendation for improvements;
  • Collaborates with internal teams, vendors, and contractors to ensure smooth execution of events, addressing any logistical challenges that arise; and
  • Compiles weekly report on completed and upcoming events.
Public Room Coordination:
  • Manages the daily operations and use of Fenwick Public Use rooms and coordinates maintenance, as needed;
  • Coordinates all Public Use spaces setup and furniture placement, testing equipment to ensure optimal working condition;
  • Provides technical support to users of Fenwick Library Public Use rooms;
  • Manages the maintenance of equipment and troubleshoot equipment as outlined in the Libraries’ contract with Classroom Support in coordination with DTS, including resolving/repairing Level 1 equipment software and hardware issues and coordinating with Classroom Support to troubleshoot, monitor, and resolve Level 2 presentation equipment issues;
  • Reviews and approves requests for space within Fenwick Library, including all event requests for classrooms, and manages the event spaces calendar in coordination with the approval authority;
  • Serves as the primary point of contact to requesters leading up to the event, including conducting site visits with clients to assess event space requirements and providing guidance on layout, technical specifications, and other logistical considerations;
  • Develops and implements standard operating procedures for public operations, including opening and closing protocols, facility maintenance, and safety procedures in coordination with the Facilities Manager and Library Administration; and
  • Documents all room usage, training, and technical/equipment issues/outcomes.
Space Coordination and Reporting:
  • Conducts bi-annual furniture reset of Fenwick Library public spaces in coordination with Access and Resource Management and the Facilities Manager;
  • Supports the Facilities Manager by identifying and executing updates to Fenwick Library maps and signage to support patron navigation;
  • Develops and prepares monthly public room use and event report for Library Administration; and
  • Participates in special projects related to space projects.
Other Responsibilities:
  • Performs other related duties as assigned.
Required Qualifications:
  • High school diploma or equivalent;
  • Experience in successfully managing all types and sizes of events for small and large venues, including managing catering;
  • Demonstrated customer service skills; working effectively and courteously with diverse populations;
  • Experience with software installations and upgrades;
  • Knowledge of event coordination and management;
  • Knowledge of meeting room management and equipment setup;
  • Skill in coordinating multiple simultaneous programming timetables, particularly in creating smooth and dependable logistical arrangements for events and programs that are scheduled close together;
  • Ability to prioritize and manage multiple tasks and projects simultaneously;
  • Ability to adjust work schedule to meet tight deadlines and attend all functions and events; and
  • Ability to work independently and on a team.
Preferred Qualifications:
  • Bachelor’s degree in related field;
  • Experience in an academic library or higher education environment;
  • Experience in public relations, writing and/or marketing;
  • Experience troubleshooting and resolve complex technical issues;
  • Experience using Qualtrics or other survey and assessment software;
  • Demonstrated technical experience analyzing and resolving simple to moderately complex hardware and software technical issues, including hardware repairs;
  • Knowledge of project management life cycle; and
  • Ability to work effectively with others to develop, plan, and advise upon programming ideas and opportunities.
Instructions to Applicants:

For full consideration, applicants must apply for Events and Spaces 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.

Posting Open Date: January 23, 2024

For Full Consideration, Apply by: February 11, 2024

Open Until Filled?: Yes

Mason Ad Statement

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.

Equity Statement

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.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available at http://police.gmu.edu/annual-security-report/

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