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Conference Center Coordinator-Full-time Days

Location Chicago, Illinois Business Unit Northwestern Memorial Hospital Job REQID 127252 Job Function Administrative Support Shift Day Job (1st) Apply Now


  • $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

Pay Starting at: $22.66+ per hour based on experience

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.


The Conference Center Coordinatorreflects 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.


  • This position is regularly scheduled to work full-time, 40 hours weekly. The primary schedule for this position would be Monday through Friday from 7am-3:30pm, with evening and weekend support as needed.


  • Coordinate all conference and meeting activities including: room set-up, speaker arrangements, registration table set-ups, audio-visual requirements and confirmations.
  • Work flexible hours including days, evenings, and weekends to support our customers and large events.
  • Accurately enter all event information into the Scheduler Plus software system to ensure all staff have event information readily available and can respond to any/all customer requests.
  • Maintain a close working relationship with the Catering Department to ensure critical time requirements (for prep, set-up and break-down of catered functions) are scheduled appropriately according to specified time lines provided by the Catering Department for service excellence.
  • 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; act as a back-up audio visual technician as needed.
  • Provide telephone coverage of main scheduling number.
  • Respond in a timely manner to online/emailed space requests.
  • Meet with prospective clients to plan meetings and tour through the facilities.
  • Ensure NMH Catering is involved when food/beverage is required for all groups over 25 people; share approved external caterers for groups under 25 people.
  • Follow-up with Catering, Audio Visual, department. Housekeeping staff, and client to finalize plans for event.
  • 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 Housekeeping staff in daily room set-ups and other activities.
  • Attend Conference Center staff meetings and other pertinent meetings.
  • Maintain production and ensure placement of daily event/meeting room signs.
  • Acquire full knowledge of Scheduler Plus software application including scheduling meetings, running reports, entering billing information, and back-up procedures.
  • Additional projects as assigned by department manager.




  • Bachelor's degree or equivalent experience.
  • Excellent communication skills, customer service, time management and computer proficiency.
  • Previous conference center experience.


  • Previous experience in healthcare and/or hospitality field.

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.

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