Hospitality Support Coordinator-Full-time Days

The salary range for this position is $20.54 - $31.84 (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.

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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.

Description

The Hospitality Support Coordinator reflects the mission, vision, and values of Northwestern Memorial, 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.

Provides support to multiple Hospitality Departments with purchasing, financial information, record keeping and file maintenance as well as various other administrative duties such as payroll and employee record keeping.

Hours: Monday - Friday from 7am - 3:30pm

Responsibilities:

• Demonstrates I-CARE values (Integrity, Compassion, Accountability, Respect, and Excellence) in daily work and interactions.
• Presents a friendly, approachable, professional demeanor and appearance.
• Provides accurate information and timely updates to visitors, customers and vendors. Addresses questions and concerns promptly, or identifies appropriate person and resources to do so.
• Uses effective service recovery skills to solve problems or service breakdowns when they occur.
• Demonstrates teamwork by helping co-workers within and across departments. Communicates effectively with others, respects diverse opinions and styles, acknowledges the assistance and contributions of others. 
• Uses organizational and unit/department resources efficiently.
• Manages work schedule efficiently, completely tasks and assignments on time.
• Contributes to opportunities and processes for continuous improvement.
• Participates in efforts to reduce costs, streamline work processes, improve and grow services we provide.
• Acts as a receptionist for the department, greeting staff and customers in a polite manner, and referring to appropriate staff member.
• Answers department telephone in a polite manner, communicating messages appropriately and clearly to all staff members.
• Is customer oriented and able to communicate and work effectively with all levels of staff and department customers. Communicates effectively and works cooperatively with department team members as well.
• Handles inquiries from vendors regarding paperwork or payments.
• Works with Finance and Purchasing in properly booking payments, including accruals for maintenance activity.
• Assists in the development and implementation of department policies, procedures, goals, and objectives.
• Communicates all back orders and unexpected delays to requesting department in a timely fashion.
• Willing to accept other duties as assigned.
• Demonstrates confidence and success with multiple, high level, confidential and time sensitive tasks.
• Orders and maintains appropriate levels of all office supplies for the department.
• Prepares reports, memos, presentations, correspondence, spreadsheets, input/typing assignments, and special projects as request by department managers and completes assignments by the due dates communicated.
• Assists Hospitality Departments by creating, maintaining and tracking all service type purchase requests - Capital Projects or non-capital requests. Follows up on requests to ensure timely approval per the financial approval policy; timely and accurate creation by Material
• Management; and notifies department managers when orders have been process to the vendor.
• Prepares Monthly Tenant Billing for work performed by EVS and Facility Services outside the scope of the Tenant's contracts. Issues bills to manager review and approval. Send bills to Property Management by 10 business day of each month.
• Assists department manager with scheduling meeting and reserving meeting rooms.
• Assists manager with on-boarding of new employees. Assures department files are made and updated as needed. Assists manager in ensuring new employee completes all new employee regulatory information.
• Assists the Facility Service department in acting as the time keeper and completing payroll. Tracks all pto, vacation and attendance issues. Notifies department supervisors when employees violate hospital attendance policy and require corrective action.
• Maintains organized, up-to-date, and efficient filing system. Filing includes but is not limited to: purchase requests, contracts, vendor work tickets, mold & asbestos reports, capital project Operation and Maintenance (O&M) Manuals, employee files, training records, utility bills, regulatory reports, Joint Commission documentation, etc...
• Maintains the electronic copies of capital project Operation & Maintenance (O&M) Manuals and As-Built Drawings. Coordinates with hospital's technology partner (ATG) to ensure O&M manuals and drawings are accessible via the web based document management system within 30-days of documentation receipt.
• Prepares and distributes various monthly metric reports related to performance standards and measurements of the Facilities Department. Reports for the prior month to be distributed to department managers and supervisors by the 5th business day of each month or the 1st business day after date collection is finished.
• Submits all Facilities Department material and service purchase requests to Materials Management or through Lawson Requisition Self Service, within one (1) business day.
• Assists Facility Department Manager in tracking monthly expenses for budget and submits accurate accruals on a timely basis. Prints and distributes to department managers and supervisor monthly financial reports within 2-business day of publication.
• Records, prepares, and distributes within 2 business days meeting minutes from all Facility Service department meetings
• Assists Facility Department with preparation for Nurse and Customer Rounding. Schedules meetings with department heads, prepares required reports, and tracks open issues.
• Maintains department communication boards. Boards to present information related to Department Performance Metrics and MySTEP goal achievement. Updates boards as need but at a minimum once a month.
• Answers Director's hospital extension by third ring and relays or types message daily.
• Checks daily messages left on hospital extension. Types up and emails to Director.
• Schedules appointments and meetings on Director's calendar and prints out daily schedule, to-do list and task list.
• Attends weekly manager's meetings, takes minutes and distributes to all managers within 48 hours.
• Prints and prepares monthly financial reports for all departments to include: monthly detailed statement, 13 month trended variance analysis report and monthly fte report.
• Rounding - 1.) Completes rounds with Director, types up noted deficiencies, and enters into CMMS database. 2.) Maintains and records rounding logs from managers.
• Reviews and logs all manager's PTO requests into Director's calendar.
• Assists Direct and managers with quarterly POP Review
• Tracks daily Manager Rounding and enters work tickets in to CMMS as required.
• Acts as #1 Back-up for the Hospitality Coordinator.
• Creates work tickets from Sentact Request Management System.
• Processes Key Request forms, prepares work tickets or purchase requests for key creation, enters key request into tracking log, and distributes filled keys requests to the requester.
• Takes pride in their professional image and adheres to departmental uniform standards.
• Smiles and greets all customers
• Understands what is expected of them and their role in achieving departmental and hospital goals
• Presents themselves in a positive manner, both in verbal and nonverbal communication skills, and the stated values are reflected in their behavior.
• Listens to our customers, learns of their needs and responds to their requests.
• Recognizes the contribution of others, and treats all patients, visitors and co-workers with respect.
• Identifies defects within the facility, and accepts personal responsibility for maintaining a clean and safe environment (pick-up, point-out and protect club).
• Maintains clean and organized equipment, carts and work area and does not leave equipment unattended.
• Executes every task to deliver exceptional service and always looks for ways to improve our services.
• Shows empathy towards our customers and fellow employees and utilizes that information to better understand their needs.
• Has the attitude "If I receive a complaint, I will own it and immediately resolve it."
• Protects the privacy of our patients, visitors, guests and fellow co-workers.
• Supports fellow co-workers by modeling a behavior of teamwork and lateral service so the needs of guests and each other are met.
• Is empowered to meet the needs of our customers, to personally handle their issues or complaints, and delivers service recovery that turns mistakes into memories.
• Is aware of their surroundings to meet the expressed and unexpressed needs of our customers.

 

Qualifications

Required:

• 5 years administrative support
• High School Diploma
• Basic computer and telephone knowledge.
• Ability to communicate effectively in
• English, both verbally and in writing.
• Excellent customer service skills.

Preferred:

• Past purchasing duties performed
• Associate Degree
• Ability to type 60 words per minute,
• Basic bookkeeping
• ability to operate office equipment such as fax, copy, machines etc.
• Proficient in Microsoft Word, Excel, and PowerPoint.

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.

If we offer you a job, we will perform a background check that includes a review of any criminal convictions. A conviction does not disqualify you from employment at Northwestern Medicine. We consider this on a case-by-case basis and follow all state and federal guidelines.

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.