Wolters Kluwer Health’s Clinical Effectiveness (CE) organization is a fast-growing and innovation-driven healthcare information technology (HIT) provider working on the front lines of clinical care. Our talented team of physician and pharmacist editors, technologists, and product visionaries collaborate to provide advanced clinical decision support solutions that measurably improve clinical effectiveness by helping healthcare professionals provide optimal care for their patients.Wolters Kluwer Health’s Clinical Effectiveness (CE) organization is a fast-growing and innovation-driven healthcare information technology (HIT) provider working on the front lines of clinical care. Our talented team of physician and pharmacist editors, technologists, and product visionaries collaborate to provide advanced clinical decision support solutions that measurably improve clinical effectiveness by helping healthcare professionals provide optimal care for their patients.

Clinical Effectiveness brings together our core products, UpToDate, Emmi, Lexicomp, Medi-Span, and Facts & Comparisons, to help healthcare providers and healthcare organizations reduce unwarranted variability in care. Our solutions address the quality/cost of care equation, integrate into workflow, and address the needs of global markets, helping healthcare professionals deliver the care that every patient deserves. Our vision for the Clinical Effectiveness organization is to be the global leader of solutions that measurably improve clinical effectiveness by helping healthcare providers deliver optimal care to their patients. 

The CE Facilities Coordinator for Wolters Kluwer is responsible for both CE facility coordination as well as onsite executive administration support. Responsibilities for facility coordination include front desk reception, answering phone calls/voicemails and routing to the appropriate party, greeting, checking in and providing access badges for visitors and employees as well as acting as a liaison with building management and vendors, sort and distribute incoming mail and packages, prepare outgoing mail and UPS on a daily basis, assist with meetings when requested by the CE Communications Team and participate in location engagement activities as schedule allows. Responsibilities for executive administration support include meeting and calendar management, travel support including making domestic and international travel arrangements and completing expense reports, maintaining calendars, assistance in preparing for meetings, including assembling information, preparing agendas, developing presentations.

We are searching for a Facilities Coordinator to join our Chicago Office. 

The Facilities Coordinators responsibilities include, but are not limited to: 
• Act as a liaison with building management, duties will include submitting building work order requests, following up on progress of repairs and keeping manager updated on all building related issues
• Onsite contact for vendors such as furniture, office equipment, postage and vending machines
• Monitor office and break room supplies, order inventory, monitor postage and complete monthly reports
• Coordinate workstation/office moves and related equipment needs
• Assist with new hire orientation as designated by the HR Team
• Catering and meeting support per Clinical Effectiveness Business Unit guidelines and protocol
• Reconcile monthly purchasing card statement
• Review and prepare invoices to submit to Accounts Payables for payment
• Coordinate Wellness activities and events as requested by the HR Wellness Team
• Keep the office floor plans updated
• Responsible for ordering and distribution of office gifts and flowers as requested by management
• Assist Facilities Manager with all aspects of the Business Continuity Plan (BCM)
• Maintain Front Desk Process Manual
• Responsible for ensuring all activities follow Business Unit guidelines and protocol
• Be articulate in verbal and written communications
• Demonstrate corporate core values and culture
• Develop professional and positive relationships with customers and colleagues
• Maintain a reputation of competence, integrity, professionalism, discretion and confidentiality
• Assisting assigned executive in planning, organizing and scheduling their work day.
• Maintaining executive's calendar by arranging appointments, scheduling meetings, scheduling travel, and resolving conflicts.
• Organizing meetings, teleconferences, group meetings and workshops using teleconferencing and video conferencing equipment and applications. Meetings often include regions outside the U.S. and require special consideration to accommodate time differences.
• Maintaining follow up system for daily meetings, workshops, agendas, deadlines, etc.
• Organizing travel and itineraries for visiting leadership.
• Receiving and screening incoming telephone calls and generating outgoing calls as situations demand.
• Making travel arrangements, detailed itineraries and trip files for executive's international and domestic travel. Completing/verifying expense statements upon return.
• Preparing documents, reports and presentations.
• Timekeeping
• Organizing and facilitating approval routings.
• Supporting project teams as requested.
• Working in concert with other BU and Division administrators and facilities coordinators as needed

OTHER DUTIES
• Train temporary staff on Front Desk procedures for back up coverage, breaks, and PTO.
• Performs other duties as requested or approved by manager.

Qualifications:JOB QUALIFICATIONS

Education:

Minimum: High School Diploma or equivalent.

Preferred: Bachelor’s Degree in business, communication or other applicable field

Experience:

Minimum: 1-3 years office coordinator or receptionist experience, including:
• Handling front desk phone system
• Working with professionals via phone and/or email
• Building rapport with co-workers and customers
• Demonstrated ability to prioritize and manage multiple projects
• Utilizing highly developed communication skills, including both excellent verbal skills and accurate written communication
• Ability to work independently while communicating effectively and timely with manager
• Outstanding organization and time management skills
• Experience using Microsoft Suite (Word, Excel, PowerPoint, Outlook, Visio)
• Ability to adapt to changing priorities in a fast-paced environment

Preferred: 3+ years administrative professional, office coordinator, or receptionist experience.
• Providing office and project support to senior management team
• Meeting/event coordination
• I3 Phone System experience
Other Knowledge, Skills, Abilities or Certifications: (First list requirements, followed by preferences.)

Minimum: None

Preferred: None

TRAVEL REQUIREMENTS

No Travel Required

PHYSICAL DEMANDS

Normal Office Environment

About Wolters Kluwer

Wolters Kluwer N.V. (AEX: WKL) is a global leader in information services and solutions for professionals in the health, tax and accounting, risk and compliance, finance and legal sectors. We help our customers make critical decisions every day by providing expert solutions that combine deep domain knowledge with specialized technology and services. 

Wolters Kluwer reported 2016 annual revenues of €4.3 billion. The company, headquartered in Alphen aan den Rijn, the Netherlands, serves customers in over 180 countries, maintains operations in over 40 countries and employs 19,000 people worldwide. Wolters Kluwer shares are listed on Euronext Amsterdam (WKL) and are included in the AEX and Euronext 100 indices.

For more information about our solutions and organization, visit www.wolterskluwer.com, follow us on Twitter, Facebook, LinkedIn, and YouTube.

EQUAL EMPLOYMENT OPPORTUNITY

Wolters Kluwer U. S. Corporation and all of its subsidiaries, divisions and customer/business units is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

INFORMATION

For any assistance with your application for this job opening, please call the HR Source at (888) 495-4772 or email [email protected]. TTY is also available at (888) 495-4771