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.

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 11am-7:30p, 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 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
• 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 to online/emailed space requests
• 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
• 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

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

Equal Opportunity

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.