Research Events & Facilities Operations Coordinator

Department: Academic Affairs

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Location: Arlington, VA

Workplace Type: On Site Required

Sponsorship Eligibility: Not eligible for visa sponsorship

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department

Continuing and Professional Education (CPE) at George Mason University serves as the university’s central hub for workforce development, executive education, and applied professional learning. CPE partners with federal agencies, industry, and academic units across Mason to design and deliver high‑impact training programs that strengthen the region’s talent pipeline.

CPE supports strategic university initiatives by offering flexible, mission‑aligned programs—including short courses, certificate programs, customized federal training, and large‑scale workforce skilling efforts—that advance organizational performance and address emerging national security, defense, and technology needs. As part of GMU’s research and innovation ecosystem, CPE collaborates closely with Mason Defense, academic colleges, and research centers to ensure programs are responsive, experiential, and aligned with federal workforce priorities.

Mason Defense leads George Mason University’s efforts to expand and deliver impactful defense and national security programs through applied research, federal partnerships, workforce development, and strategic initiatives. The department collaborates closely with academic units, research centers, and federal agencies

About the Position

The Research Events & Facilities Operations Coordinator serves as the primary manager for federal research-related meetings, conferences, training programs, special events, facility scheduling, and visitor engagement activities. This position is responsible for ensuring the efficient operation and utilization of facilities and resources while delivering exceptional customer service to government, industry, academic, and community partners. Provides research subject matter expertise for delivering events and maintaining facilities compliant with appropriate policies.

The Coordinator oversees all research event logistics, facility reservations, customer intake, vendor coordination, visitor management, and day-to-day operational support. This role requires a highly organized, customer-focused professional who can manage multiple priorities, communicate effectively with diverse stakeholders, and ensure a professional experience for all facility users and visitors.

Responsibilities

Research Event and Conference Operations

• Coordinate and execute research-related meetings, workshops, conferences, training events, demonstrations, ceremonies, and special events and ensure they adhere to standard policies and procedures;
• Independently determine event requirements, establish execution strategies, and allocate operational resources based on event scope, Stakeholder needs, risk, and available capacity;
• Exercise operational decision-making authority and direct research-related event logistics including room reservations, setup requirements, catering, audiovisual support, registration, attendee communications, and event materials;
• Lead the planning and execution of executive meetings, VIP visits, government delegations, and stakeholder engagements;
• Develop event schedules, planning timelines, and operational checklists;
• Manage external vendors and stakeholders and oversee the successful execution of event arrangements;
• Provide on-site support during events and authorize necessary adjustments to resolve operational and technical, system-related issues; and
• Conduct post-event reviews and collect customer feedback.

Research Facility Operations and Scheduling

• Manage scheduling and utilization of conference rooms, meeting spaces, classrooms, laboratories, and collaborative workspaces;
• Administer facility calendars and scheduling systems, and resolve competing requests based on mission priorities, operational requirements, capacity, and risk;
• Coordinate room configurations and facility setup requirements;
• Serve as the primary point of contact for facility users and visitors;
• Assess facility readiness and direct the coordination operational support services; and
• Facilitate facility tours and customer orientations.

Customer Service and Stakeholder Engagement

• Serve as the primary customer service representative for facility users, visitors, and event participants;
• Mitigate and troubleshoot issues and concerns from customers and stakeholders with little to no supervision;
• Provide authoritative guidance regarding facility availability, event planning, operational support, policies, procedures, and service options;
• Build and maintain positive relationships with government, industry, academic, and community partners; and
• Ensure a welcoming, professional, and customer-focused environment.

Vendor and Administrative Coordination

• Coordinate and direct catering, audiovisual, transportation, hospitality, and other contracted services;
• Obtain quotes and assist with vendor management activities;
• Review and process invoices, purchase requests, and event-related documentation;
• Maintain records, operational metrics, and utilization reports; and
• Responsible for budget tracking events and facility operations.

Operational Support

• Coordinate with property management, maintenance providers, and security personnel;
• Assist with visitor access, badging, and facility security procedures; and
• Maintain inventory of event supplies and operational materials.

Support outreach activities, community engagement events, and organizational initiatives

Required Qualifications

• Exceptional customer service and interpersonal skills;
• Strong organizational and time-management abilities.;
• Ability to coordinate multiple events and activities simultaneously;
• Strong attention to detail and follow-through;
• Excellent problem-solving and decision-making skills;
• Ability to interact professionally with senior leaders, government officials, industry partners, and visitors; and
• Ability to work independently and collaboratively in a dynamic team environment.

Preferred Qualifications

• Knowledge of the federal government, federal innovation ecosystems and research organizations.

Instructions to Applicants

For full consideration, applicants must apply for Research Events & Facilities Operations Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: October 19, 2026

For Full Consideration, Apply by: November 2, 2026

Open Until Filled: Yes