Conference Center Coordinator

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 health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

The Conference Center Coordinator reflects 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.

Responsibilities:

• Support the development of and understand the requirements for events, conferences, and meetings in the Conference Center comprised of 20+ conference spaces
• Create plans for events/conferences assigned to with attention to financial and time constraints
• Manage to event/conference plans ensuring all tasks are completed and finalized by the expected date including, but not limited to, room set-up, audio visual needs, labor, and contracted items
• Secure necessary vendors to support large conferences
• Schedule dry runs and perform final checks and walk-throughs on the day of the event
• Act as the on-site lead and contact for the event/conference representing NM and our department with the highest professional standard
• Work flexible hours including days, evenings, and weekends to support our large events will require overtime hours during busier times/days
• Accurately enter all event information into our scheduling software system to ensure our team has the event information readily available and can respond to any/all customer requests, roughly 10,000 meetings/conference/events per year
• Maintain a close working relationship with the Catering Department or external caterer to ensure critical time requirements (for prep, set-up and break-down of catered functions) are scheduled appropriately
• 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 and act as a back-up audio visual technician as needed
• Respond in a timely manner
• Meet with prospective clients to plan meetings and tour through the facilities
• 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 SEIU Housekeeping Specialists and Audio Visual Technicians
• Maintain production and ensure placement of daily event/meeting room signs. Print daily sheets for housekeeping staff.
• Additional projects and tasks as assigned by department manager. Reports to Conference Center Manager.

Required

• Associate degree
• 2+ years in a conference or event center role coordinating meetings, conferences, or events and/or scheduling with customer interaction
• Excellent communication skills, customer service, time management, and computer proficiency
• Experience in hospitality or healthcare

Preferred

• Bachelor’s degree in Hospitality, Marketing, Business, or a related discipline
• Knowledge of conference and event planning

Northwestern Medicine is an equal opportunity employer (disability, VETS) 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.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check.  Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. 

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.