Conference Center Coordinator-Full-time Evening Shift

The Conference Center Coordinator reflects the mission vision and values of NM adheres to the organizations 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 fulltime 40 hours weekly. The primary schedule for this position would be Monday through Friday from 11am7:30p with day and weekend support as needed.

Responsibilities:

• Support the development of and understand the requirements for events conferences and meetings in the NMH 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 setup audio visual needs labor and contracted items
• Secure necessary vendors to support large conferences
• Schedule dry runs and perform final checks and walkthroughs on the day of the event
• Act as the onsite 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
• 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 10000 meetings/conference/events per year
• Maintain a close working relationship with the Catering Department or external caterer to ensure critical time requirements (for prep setup and breakdown 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 setup and use audio visual equipment and act as a backup audio visual technician as needed
• Respond in a timely manner to online/emailed space requests
• Meet with prospective clients to plan meetings and tour through the facilities
• Followup 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 lastminute 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 backtoback meetings
• Advise and support our SEIU Housekeeping Specialists and Audio Visual Technicians
• Maintain production and ensure placement of daily event/meeting room signs
• Additional projects as assigned by department manager.

AA/EEO

Qualifications :

Required

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

Preferred

• Bachelors degree in Hospitality Marketing Business or related discipline
• Knowledge of conference and event planning

Additional Information :

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.

Benefits

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