Conference Center Coordinator-Full-Time Days

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

The Conference Center Coordinatorreflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

Scheduling:

• This position is regularly scheduled to work full-time, 40 hours weekly. The primary schedule for this position would be Monday through Friday from 7am-3:30pm, with evening and weekend support as needed.

Responsibilities:

• Coordinate all conference and meeting activities including: room set-up, speaker arrangements, registration table set-ups, audio-visual requirements and confirmations.
• Work flexible hours including days, evenings, and weekends to support our customers and large events.
• Accurately enter all event information into the Scheduler Plus software system to ensure all staff have event information readily available and can respond to any/all customer requests.
• Maintain a close working relationship with the Catering Department to ensure critical time requirements (for prep, set-up and break-down of catered functions) are scheduled appropriately according to specified time lines provided by the Catering Department for service excellence.
• Daily performance is guided by the mindset of meeting hospital standard operation procedures, hospitality and customer service and is displayed through courtesy, caring and professionalism.
• Perform quality and cleanliness inspections to ensure NMH standards are upheld; arrange for correction of deficiencies through the appropriate process.
• Ability to set-up and use audio visual equipment; act as a back-up audio visual technician as needed.
• Provide telephone coverage of main scheduling number.
• Respond in a timely manner to online/emailed space requests.
• Meet with prospective clients to plan meetings and tour through the facilities.
• Ensure NMH Catering is involved when food/beverage is required for all groups over 25 people; share approved external caterers for groups under 25 people.
• Follow-up with Catering, Audio Visual, department. Housekeeping staff, and client to finalize plans for event.
• Follow-up before, during, and after event to ensure successful execution.
• Ability to handle multiple tasks effectively and pleasantly and work under pressure to meet established deadlines and last minute requests.
• Solicit feedback for improving the Conference Center process and discuss with Conference Center Manager.
• Develop action plans to manage dissatisfaction.
• Rectify meeting room discrepancies expeditiously so as not to interrupt valuable meeting time of customer.
• Ensure all meetings adjourn as scheduled, paying special attention to back to back meetings.
• Advise and support our Housekeeping staff in daily room set-ups and other activities.
• Attend Conference Center staff meetings and other pertinent meetings.
• Maintain production and ensure placement of daily event/meeting room signs.
• Acquire full knowledge of Scheduler Plus software application including scheduling meetings, running reports, entering billing information, and back-up procedures.
• Additional projects as assigned by department manager.

AA/EEO

Required:

• Bachelor's degree or equivalent experience.
• Excellent communication skills, customer service, time management and computer proficiency.
• Previous Conference Center experience.

Preferred:

• Previous experience in healthcare and/or hospitality field.

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.