Space and Programs Assistant

Space and Programs Assistant

Siebel Center for Design

The Grainger College of Engineering

University of Illinois Urbana-Champaign

Join a team where creativity, innovation, and collaboration come together to make a real impact. The Siebel Center for Design (SCD) is a one-of-a-kind hub for human-centered design and multidisciplinary innovation at the University of Illinois Urbana-Champaign. We are seeking a highly organized and forward-thinking professional who thrives in a dynamic, fast-paced environment and enjoys building systems, improving processes, and creating exceptional experiences for staff, students, and external partners. At SCD, you'll help power a community that brings diverse perspectives together to tackle complex challenges and shape meaningful change through design.

Primary Position Function

This position supports the day-to-day operations of the Siebel Center for Design (SCD) by coordinating space usage, program logistics, and administrative processes to ensure efficient and effective program delivery. This role integrates operational, financial, and programming functions, including purchasing, expense tracking, and internal system support. It facilitates space scheduling and event coordination while serving as a liaison to support center activities, stakeholder engagement, and overall program operations.

Duties and Responsibilities:

Space Scheduling & Event Support

• Coordinate and manage space requests using SCD’s booking platform with oversight from SCD leadership.
• Provide support for complex bookings, including event intake and logistics coordination
• Conduct event walkthroughs with clients and internal stakeholders to assess needs and ensure alignment with program requirements as needed
• Coordinate with internal teams to ensure appropriate staffing and operational support for events
• Maintain and analyze space calendars and usage records to support program planning and continuous improvement

Financial Operations & Purchasing

• Manage purchasing and procurement processes in support of program activities across a wide range of needs, including supplies, catering, subscriptions/services, books, and fabrication materials
• Coordinate with Shared Business Services and vendors to ensure timely and accurate procurement
• Track and reconcile expenses across multiple accounts and funding sources; maintain clear, up-to-date records
• Develop and maintain dashboards or reporting tools to monitor expenses, budgets, and receivables

Office & Administrative Operations

• Provide general office management support, including maintaining clean, organized, and functional shared spaces
• Oversee shipping and receiving mail and packages in support of program activities
• Coordinate office and desk assignments, including onboarding/offboarding logistics, to support staff integration into program operations
• Maintain inventory of office and program supplies; ensure materials are stocked and accessible
• Serve as a point of contact for general inquiries, including answering phones and directing requests

Programs, Tours & Guest Experience

• Lead and/or coordinate tours of the SCD building for campus partners, visitors, and external groups
• Serve as a welcoming and knowledgeable liaison for guests and collaborators
• Support the planning and execution of SCD programs and events as needed
• Contribute to creating a positive, inclusive, and well-organized experience for all participants

Building & Facilities Support

• Conduct regular walkthroughs of the facility to identify maintenance or operational needs
• Coordinate with the Associate Director of Facilities & Operations and campus partners to resolve issues
• Support building access processes and systems, including card access permissions for rooms and spaces
• Support overall building