Employee Programs Coordinator

Northwesternmedicine; Chicago (IL); On-site; USD 54,000 - 75,000; Full time

Job summary

Northwestern Medicine seeks an Employee Programs Coordinator to support non-benefited internal programs, events, and activities across the system under Corporate Human Resources. The role requires strong organization, communication, and detail orientation, with teamwork and vendor liaison responsibilities.

You'll help manage Day One orientation, intranet pages, reports, budgets, and partner with HRIS and IT teams.

Qualifications

• Bachelor's degree required.
• 3–5 years of business experience.
• Advanced knowledge of Microsoft Office (Outlook, Word, PowerPoint, Excel).
• Experience with purchase orders and invoice processing.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple projects and events concurrently.

Responsibilities

• Coordinate and execute system-level internal programs, events, and activities.
• Update guidelines, processes, and procedures for employee programs.
• Respond to inquiries in Service Now and assist MyNM Service Center staff.
• Design and maintain HR NMI intranet pages and vendor sites.
• Run reports with HRIS and vendor IT teams to support improvements.
• Assist with budgets, purchase orders, and invoice processing.
• Build relationships with external vendors.
• Schedule employee events across the health system and coordinate logistics.
• Track progress, timelines, and provide administration for initiatives.

Skills

Communication skills

Project management

Organization skills

Customer service

Team collaboration

Education

Bachelor's Degree

Tools

Microsoft Office Suite

PeopleSoft

SharePoint

ServiceNow

PO/Invoice systems

Job description

The Employee Programs 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.

Under the direction of the Employee Experience Program Director, the role of the Employee Programs Coordinator assists in the operation of all non-benefited internal programs, internal events, and activities at a system level, coordinated through the Corporate Human Resources division for employees, physicians and volunteers. Must demonstrate superior organizational skills, strong interpersonal and communication skills, and attention to detail. Will work as part of a team. Acts as one of the administrators of the Human Resources NMI pages that fall under the responsibility of the Employee Experience Program Director, assists in the purchase of materials and facilitates external vendor relationships.

The incumbent must use independent judgment and authority to execute projects and maintain workflow. Must be advanced in Microsoft applications (Word, Excel and PowerPoint) and be highly flexible and adaptable.

This role coordinates and executes system initiatives to support the new hire experience including the Day One orientation event held downtown approximately every two weeks.

RESPONSIBILITIES:

• Possesses strong oral and written communication skills.
• Effectively communicates and collaborates with all layers of management and employee groups in diverse settings.
• Updates guidelines, process and procedures documentation to all employee programs, events and activities.
• Maintains employee inquiries within Service Now, responds to employee concerns in a timely and considerate manner, writes scripts and conducts training to aid the MyNM Service Center team, and escalates trends to leadership.
• Designs, manages and improves and the Human Recourses NMI intranet webpages or vendor e-commerce websites to effectively communicate with the workforce.
• Acts as a technical and informational resource for the department running reports and applying rigorous analytical skills in support of improvement projects, such as the system-wide Apparel Program.
• Effectively communicates and builds data process solutions in partnership with HRIS and vendor IT teams.
• Assists with the development and monitoring of capital, departmental and fund budgets; identifying variances and reporting them to manager. This includes creating purchase orders and processing invoices or check requests for payment.
• Develops and builds positive relationships with external vendors.
• Schedules and coordinates employee events and activities across the healthcare system communicating with senior leadership to ensure alignment. This includes room scheduling, signage, catering, equipment, preparation and distribution of notifications such as invitations, FAQ's or scripts.
• Possesses strong attention to detail and superior organizational skills in order to track progress, monitor timelines and provide administrative support for department initiatives.
• Adapts behaviors and work methods in response to new information, changing conditions, customer needs, and unexpected outcomes.
• Builds trust with customers and team members.
• Demonstrates a high level of interpersonal skills, initiative, integrity, and commitment to excellence and team building.
• Identifies key issues, trends and potential solutions to manager.

Required :

• Bachelor's Degree
• 3-5 years business experience
• Advanced knowledge of the Microsoft Office Suite, including Outlook, Word, PowerPoint and Excel
• Experience in Purchase Order requisitions and invoice processing
• Excellent organizational, communication and interpersonal skills
• Demonstrated ability to serve many customers and manage multiple projects and events at the same
• Effective time management and customer service skills
• Project management knowledge and experience
• Strong initiative and attention to detail
• Thinks creatively and works as a collaborative team member

Preferred :

• Expert knowledge of the PeopleSoft data management system (reading panels, running queries and manipulating data)
• Understanding of Service Now ticket system for internal service cases
• Ease with Sharepoint web-page content management
• Demonstrated success in event management, communications or public relations
• Ease and comfort leading meetings and presentations
• Mastery of Microsoft Excel
• Financial acumen

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.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete