Space and Programs Assistant

About the role

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.

Responsibilities

• 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.
• Cook 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.
• 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.
• 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.
• Lead and/or coordinate tours of the SCD building for campus partners, visitors, and external groups.
• 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.
• Support the Associate Director of Facilities & Operations and campus partners to resolve issues.
• Coordinate building access processes and systems, including card access permissions for rooms and spaces.
• Support overall building readiness to ensure a high-quality experience for all users.

Requirements

Minimum Qualifications:

• Bachelor's degree.
• Demonstrated experience in event and space management, administrative operations, customer service, or a related professional area.

Preferred Qualifications:

• Experience working in higher education or an organization of comparable size and complexity.
• Experience with financial tracking, purchasing systems, or budget management.
• Experience with space scheduling or event management platforms.
• Knowledge, Skills and Abilities:
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to communicate effectively and respond appropriately to others’ needs or concerns.
• Strong organizational and project management skills with high attention to detail.
• Demonstrated interest in design thinking, human-centered design, or experience-driven environment.

Qualifications

• Minimum Qualifications: Bachelor's degree.
• Preferred Qualifications: Experience working in higher education or an organization of comparable size and complexity.

Benefits

The University of Illinois offers a highly competitive benefits package designed to support your well-being, growth, and financial security. This includes health, dental, vision, life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents.

Pay

The budgeted salary range for the position is $42,802.50/yr ($22.39/hr) - $50,000/yr ($25.64/hr).

Schedule

Fully On-Site - This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy. This position is not eligible for any type of sponsorship for work authorization.