Department: College of Education and Human Development (CEHD)
The Virginia Department of Education (VDOE) Training and Technical Assistance Center (T/TAC) at George Mason University (GMU) is seeking a qualified, self-motivated individual to provide event planning for conferences, workshops, trainings, and meeting management services for a team of program specialists who hold events throughout the Commonwealth of Virginia. The individual will design, organize, and coordinate all aspects of these events, particularly as they relate to event registration, event accommodations and transportation, facilities arrangement, catering, signage, displays, audio-visual equipment, coordinating and printing of marketing materials such as brochures and conference programs, special needs requirements, and security. In addition, the individual will coordinate and monitor budgets to support these events. The event planner should be well organized and skilled in coordinating event logistics. She or he must be able to communicate information effectively and in a timely manner.
Work closely with the TTAC Director, TTAC faculty point person, VDOE leadership, and TTAC office manager to determine objectives and requirements for an event, establish a budget, and determine logistical needs, such as event location, meeting and training rooms, overnight lodging, and food/beverage orders;
Coordinate all aspects of events, particularly as they relate to registration, lodging and transportation, facilities arrangement, catering, signage, audio-visual equipment, coordinating and printing of marketing and training materials such as brochures, handouts, manuals, and conference programs, and ensure that participant needs are met based on their special accommodations requests;
Work in collaboration with staff of the Division of Special Education and disAbility Research Business Office to provide accurate details for venue contracts and ensure they are in accordance with GMU policies and procedures;
Handle all details of event registration, to include managing online systems, responding to phone and email inquiries, and coordinating on-site registration and check-in processes;
Communicate information on event details, such as confirmation and reminders, directions to venue, parking, travel, lodging, and per diem reimbursement procedures, when applicable, and pre-event documents and messages, to registered participants;
Monitor budgets and event progress and activities, to ensure satisfaction of TTAC faculty, VDOE leadership, presenters, and participants;
Work with TTAC office staff to generate name tags and certificates of attendance and print and collate conference-related materials such as programs, agendas, and schedules;
Collect post-event evaluations and participant attendance information, in the format requested by TTAC faculty;
Work with TTAC faculty to monitor invoices and travel reimbursements; submit completed final paperwork to TTAC faculty point person and TTAC Director;
Maintain lists of email addresses, disaggregating by event and/or other group characteristics, as requested by TTAC faculty; and
Perform other event-related duties, as assigned.
Required Qualifications: Experience in event management or event coordination, to include, for example, monitoring budgets and negotiating and securing contracts with hotels, and negotiating and securing contracts with professional speakers/consultants. The candidate must have excellent planning and organizational skills, excellent communication skills, both written and oral, the ability to work with others as well as independently, and competence in the use of Microsoft Office Suite. This job requires some travel throughout Virginia.
Preferred Qualifications: A bachelor's degree in event management or related field and knowledge of or experience using online technology/software related to conference management services.
Salary: Commensurate with education and experience.
Location: Fairfax, VA
Mason Ad Statement:
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.
Special Instructions to Applicants:
For full consideration, applicants must apply at https://jobs.gmu.edu/; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.
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, gender identity, sexual orientation, national origin, disability, or protected veteran status.
Internal Number: 42356
About George Mason University
George Mason University is Virginia's largest public university located in the suburbs of Washington, D.C. With strong undergraduate and graduate degree programs in engineering, information technology, public policy, economics, visual and performing arts, life sciences and biotechnology, Mason prepares its alumni to succeed in the workforce and meet the needs of the region and the world.