Conference Center Coordinator
Northwestern Memorial Healthcare, Chicago, IL, United States
Compensation: USD 22.61 - USD 32.78 - hourly
Company Description
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?
Job 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 other regulatory and accreditation standards.
Responsibilities:
Support the development of and understand the requirements for events, conferences, and meetings in the Conference Center comprising 20+ conference spaces
Create plans for events/conferences assigned to with attention to financial and time constraints
Manage event/conference plans ensuring all tasks are completed and finalized by the expected date, including 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; overtime may be required during busier times/days
Accurately enter all event information into our scheduling software to ensure the team has up‑to‑date event data and can respond to all customer requests, roughly 10,000 meetings/conferences per year
Maintain a close working relationship with the Catering Department or external caterer to schedule critical prep, set‑up, and break‑down of catered functions
Perform daily performance guided by hospital standard operating procedures, hospitality, and customer service, displayed through courtesy, caring, and professionalism
Conduct quality and cleanliness inspections to uphold NMH standards and arrange for correction of deficiencies as needed
Set‑up and use audio‑visual equipment; act as a back‑up audiovisual technician when required
Respond in a timely manner to all requests
Meet with prospective clients to plan meetings and provide facility tours
Follow up before, during, and after events to ensure successful execution
Handle multiple tasks efficiently and work under pressure to meet deadlines and last‑minute requests
Solicit feedback to improve the conference center process and discuss with the Conference Center Manager
Develop action plans to manage dissatisfaction
Rectify meeting room discrepancies expeditiously to avoid interrupting valuable meeting time
Ensure all meetings adjourn as scheduled, paying special attention to back‑to‑back meetings
Advise and support SEIU Housekeeping Specialists and Audiovisual Technicians
Maintain production and placement of daily event/meeting room signs; print daily sheets for housekeeping staff
Take on additional projects and tasks as assigned by the department manager and report to the Conference Center Manager
Qualifications
Required
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
Additional Information
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.
Sign‑on Bonus Eligibility (if offered): 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 on the job family.
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Company Description
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?
Job 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 other regulatory and accreditation standards.
Responsibilities:
Support the development of and understand the requirements for events, conferences, and meetings in the Conference Center comprising 20+ conference spaces
Create plans for events/conferences assigned to with attention to financial and time constraints
Manage event/conference plans ensuring all tasks are completed and finalized by the expected date, including 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; overtime may be required during busier times/days
Accurately enter all event information into our scheduling software to ensure the team has up‑to‑date event data and can respond to all customer requests, roughly 10,000 meetings/conferences per year
Maintain a close working relationship with the Catering Department or external caterer to schedule critical prep, set‑up, and break‑down of catered functions
Perform daily performance guided by hospital standard operating procedures, hospitality, and customer service, displayed through courtesy, caring, and professionalism
Conduct quality and cleanliness inspections to uphold NMH standards and arrange for correction of deficiencies as needed
Set‑up and use audio‑visual equipment; act as a back‑up audiovisual technician when required
Respond in a timely manner to all requests
Meet with prospective clients to plan meetings and provide facility tours
Follow up before, during, and after events to ensure successful execution
Handle multiple tasks efficiently and work under pressure to meet deadlines and last‑minute requests
Solicit feedback to improve the conference center process and discuss with the Conference Center Manager
Develop action plans to manage dissatisfaction
Rectify meeting room discrepancies expeditiously to avoid interrupting valuable meeting time
Ensure all meetings adjourn as scheduled, paying special attention to back‑to‑back meetings
Advise and support SEIU Housekeeping Specialists and Audiovisual Technicians
Maintain production and placement of daily event/meeting room signs; print daily sheets for housekeeping staff
Take on additional projects and tasks as assigned by the department manager and report to the Conference Center Manager
Qualifications
Required
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
Additional Information
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.
Sign‑on Bonus Eligibility (if offered): 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 on the job family.
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