Space and Programs Assistant

Duties & Responsibilities

• Space Scheduling & Event Support
• Coordinate and manage space requests using SCD's booking platform with oversight from SCD leadership[SO1.1].
• 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[SO2.1]
• 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