Employee Programs Coordinator, Full Time, Days - Northwestern Memorial Healthcare

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

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.

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 MyHR service team, and escalates trends to leadership.
• Designs, manages and improves and the Human Resources NMI intranet webpages 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 new 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, FAQs 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.

Employee Apparel Program

• Provides day to day operational management for the system wide employee/physician apparel website(s) and process flow
• Maintains master records of all job classifications, codes and departments approved to participate in the apparel program and ensures all data surrounding the program remains accurate and up to date as positions are added or removed from the program
• Leads data processes in collaboration with the NM IS department including auditing data files to ensure accuracy, identifying system bugs and testing solutions
• Writes communications, FAQ’s and supplemental materials to support program policies and campaigns
• Manages vendor relationship(s) related to the apparel program, which includes tracking inventory, sourcing new items based on employee feedback, developing project timelines, tracking tasks and guiding vendor customer service
• Professionally represents Northwestern Medicine by attending or hosting appropriate external and internal events (such as fit sessions)

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:

• Familiarity with PeopleSoft and web-page content management
• Demonstrated success in event management, communications or public relations
• Ease and comfort leading meetings and presentations
• Mastery of Microsoft Excel

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.