Employee Programs Coordinator, (Hybrid)

Northwestern Medicine; Chicago (IL); On-site; USD 55,000 - 70,000; Full time

Job summary

Northwestern Medicine is seeking an Employee Programs Coordinator to support non-benefited internal programs, events and activities system-wide under the Corporate Human Resources division.

The role requires strong organizational and communication skills, advanced Microsoft Office proficiency, and experience with PO requisitions, invoice processing, and project management. You will coordinate Day One orientation and collaborate with HRIS and IT partners to improve processes.

Qualifications

• Requires Bachelor's Degree and 3-5 years business experience.
• Advanced knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Experience with purchase orders and invoice processing.
• Strong organizational, communication and interpersonal skills.
• Ability to manage multiple projects and events concurrently.
• Good time management and customer service skills.
• Project management knowledge and experience.
• Strong initiative and attention to detail; collaborative team player.

Responsibilities

• Assists in operation of non-benefited internal programs, events and activities at system level.
• Updates guidelines, processes and procedures for employee programs and events.
• Responds to employee inquiries in Service Now and trains MyNM Service Center staff.
• Designs and maintains intranet pages and vendor websites for workforce communication.
• Runs reports and applies analytical skills to improvement projects (e.g., Apparel Program).
• Collaborates with HRIS and vendor IT teams on data solutions.
• Assists with budget development and monitoring; creates purchase orders and handles invoices.
• Builds relationships with external vendors and coordinates events with senior leadership.
• Manages scheduling, room setup, catering, and communications for employee events.

Skills

MS Office Suite

Purchase Orders

Invoice Processing

Communication

Interpersonal Skills

Time Management

Customer Service

Project Management

Creativity

Teamwork

Education

Bachelor's Degree

Tools

PeopleSoft

ServiceNow

SharePoint

Microsoft Excel

Job description

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.

Qualifications

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

Equal Opportunity

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 an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

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.

Click on or copy and paste URL to your browser to view detailed benefits information https://jobs.nm.org/benefits

Please refer to the Benefits Eligibility by Employment Classification to determine benefits eligibility for job postings.

If sign-on bonus is included in a job posting eligibility is as followed:

Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign-on bonus. Exception: New graduate internal employees seeking their first licensed clinical position as a Registered Nurse at NM may be eligible.