Programs Assistant Jobs in Champaign, IL (NOW HIRING)

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 readiness to ensure a high-quality experience for all users
• Other duties as assigned

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

APPOINTMENT INFORMATION
This is a full-time Civil Service 5001E- Program Assistant position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. The budgeted salary range for the position is $42,802.50/yr ($22.39/hr) - $50,000/yr ($25.64/hr). 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.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
APPLICATION PROCEDURES AND DEADLINE INFORMATION
Applications must be received by 6:00 pm (CST) on August 15, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. Please upload your cover letter, resume, and names/contact information for three references. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Dawn Creath at dcreath@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
At the University of Illinois Urbana-Champaign - the state's flagship public university and one of the world's leading research institutions - every staff member helps shape what's next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you're empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.
Champaign-Urbana
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.
This position is intended to be eligible for benefits. This includes health, dental, vision, life insurance, a retirement plan, paid time off, and tuition waivers for employees and dependents.
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1037162
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu