Conference Center Coordinator
Northwestern Memorial Hospital, Chicago, IL, United States
Overview
The salary range for this position is $22.61 - $32.78 (Hourly Rate). Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement.
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 located at jobs.nm.org/benefits to learn more.
Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you\'ll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.
We recognize where you\'ve been, and we support where you\'re headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.
Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.
Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being.
Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.
From discovery to delivery, come help us shape the future of medicine.
Benefits
$10,000 Tuition Reimbursement per year ($5,700 part-time)
$10,000 Student Loan Repayment ($5,000 part-time)
$1,000 Professional Development per year ($500 part-time)
$250 Wellbeing Fund per year ($125 for part-time)
Matching 401(k)
Excellent medical, dental and vision coverage
Life insurance
Annual Employee Salary Increase and Incentive Bonus
Paid time off and Holiday pay
Description
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 large events; overtime hours during busier times/days may be required
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.
Qualifications
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
Equal Opportunity
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.
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The salary range for this position is $22.61 - $32.78 (Hourly Rate). Placement within the salary range is dependent on several factors such as relevant work experience and internal equity. For positions represented by a labor union, placement within the salary range is guided by the rules outlined in the collective bargaining agreement.
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 located at jobs.nm.org/benefits to learn more.
Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you\'ll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.
We recognize where you\'ve been, and we support where you\'re headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.
Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.
Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional, and financial well-being.
Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.
From discovery to delivery, come help us shape the future of medicine.
Benefits
$10,000 Tuition Reimbursement per year ($5,700 part-time)
$10,000 Student Loan Repayment ($5,000 part-time)
$1,000 Professional Development per year ($500 part-time)
$250 Wellbeing Fund per year ($125 for part-time)
Matching 401(k)
Excellent medical, dental and vision coverage
Life insurance
Annual Employee Salary Increase and Incentive Bonus
Paid time off and Holiday pay
Description
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 large events; overtime hours during busier times/days may be required
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.
Qualifications
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
Equal Opportunity
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.
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