Program Assistant, Records

Program Assistant, Records

Salary

$20.52 Hourly

Location

1500 West Raab Road, Normal, IL

Job Type

Full-time

Unit

Enrollment and Student Services

Division/Department

Enrollment Services

Opening Date

06/03/2026

• Description
• Benefits

Description

We seek applicants for a full-time position with the Colleges Records Office to serve as frontline staff and support efficient daily operations. Working with other Records Office staff, the Program Assistant performs various duties such as end-of-term processing, intake and release of transcripts, and maintenance of accurate student records in accordance with Family Educational Rights and Privacy Act (FERPA) and other applicable guidelines.

General responsibilities include but are not limited to:

• Process official and unofficial undergraduate transcript requests for students, other College departments, and external stakeholders
• Serve as subject matter expert on high school transcripts for internal and external stakeholders by evaluating and entering high school and placement information into student's academic record
• Process student information updates and inquiries
• Process student program changes submitted by students, Admissions, and Advising staff
• Update and communicate with students about residency status, documentation, and deadlines
• Scan information and forms into Perceptive Content, either electronic or paper copies
• Post degrees; support end-of-term processing by maintaining the online diploma software; upload and print diplomas and send diplomas to students electronically
• Maintain communication with students regarding diplomas
• Provide reception and clerical support to the Records Office, including, answering phones, emails, and other inquiries
• Process FERPA requests. Release of information to other institutions, employers, and/or parents. Restrict public access to students' information

Requirements

• Associate degree or appropriate experience/education
• Keyboarding competency
• Excellent verbal, written, and interpersonal communication skills
• Ability to work effectively within a diverse campus community
• Strong organization skills, attention to detail, and the ability to problem solve, work independently and function effectively in an environment with extensive public contact

Desired Qualifications

• Work experience in a Registrars, Admissions, or student records office with responsibility for maintaining accurate academic records
• Proficiency or familiarity with Microsoft Office applications, including Word and Excel

Applications submitted by June 16, 2026 will receive priority consideration, with review of applications continuing as needed.

THIS POSITION IS BASED IN CENTRAL ILLINOIS AND ABILITY TO BE PRESENT ON-CAMPUS/IN-PERSON IS REQUIRED.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Heartland Community College is an equal opportunity institution.

HCC values equity, diversity and inclusion. We create a collegial and welcoming culture by taking collective responsibility in the creation, protection, and enhancement of an equitable, diverse, and inclusive campus community.

EMPLOYEE LEAVE

Vacation: 20 days (160 hours) per year with a maximum annual carry-over of 40 days (320 hours); Accrual of 6.16 hours will be granted on the last day of each pay period

Sick Leave: 12 days (96 hours) per year with unlimited annual carry-over; 12 days (96 hours) granted on start date; Beginning on the first anniversary, accrual of 3.70 hours will be granted on the last day of each pay period

Volunteer Leave: 1 day (8 hours) per year with no annual carry-over; 8 hours granted on start date, then annually granted on January 1

Special Leave: Available by approval for bereavement, emergencies, and legal requirements

Parental Leave: 4 weeks (160 hours) for qualifying events, once per 12-month rolling period

Holidays: 12 designated paid holidays, plus 3 paid Floating Holidays (24 hours); Floating Holidays granted on start date, then annually granted on the anniversary date. HCC is closed from Christmas Eve Day through New Year's Day generally resulting in additional paid days. The College is closed on Election Day (Presidential Election years only)

EMPLOYEE INSURANCE COVERAGES

Eligibility begins the first day of the month following or coinciding with the date of employment.

Medical Insurance: HSA & Copay Plan Options - Blue Cross Blue Shield Blue Choice Network

HSA Plans

• $4,000 Tier 1 Deductible: Employee coverage paid 100%; dependent coverage paid 50%

• $5,000 Tier 2 Deductible: Employee coverage paid 100%; dependent coverage paid 50%

• $7,000 Out-of-Network Deductible: Employee coverage paid 100%; dependent coverage paid 50%

Copay Plans

• $3,000 Tier 1 Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%

• $4,000 Tier 2 Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%

• $5,000 Out-of-Network Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%

Dental Insurance: Delta Dental

Employee coverage paid 100%; dependent coverage paid 45%

Vision Insurance: VSP

Employee coverage paid 100%; dependent coverage paid 45%

Life Insurance: Sun Life

Term life insurance equal to twice the annual base salary

Optional Insurances: Sun Life

Accident; Critical Illness; Hospital Indemnity; Long-term Disability; Voluntary Life

RETIREMENT BENEFITS

Retirement System: State Universities Retirement System (SURS) - choice of Traditional, Portable, or Retirement Savings Plan with 8% pre-tax payroll deduction

Retirement Health Insurance Plan: College Insurance Program (CIP) - Health insurance for SURS retirees with 1% pre-tax payroll deduction

Savings Plan: SURS Deferred Compensation Plan (DCP) 457(b) - Automatic enrollment with 3% pre-tax payroll deduction. Ability to opt out within 30 days of hire

Tax-sheltered Annuity Plan: 403(b) plan permitting voluntary salary reductions within IRS rules

OTHER BENEFITS

Flexible Spending Plan: Section 125 Plan permitting voluntary salary reductions to pay for eligible healthcare and childcare expenses using tax-free dollars within IRS rules

Health Savings Account: Tax-advantaged account available to HSA participants only to pay for qualified healthcare expenses. The College provides monthly contributions for eligible employees: $50 for single coverage, $100 for employee +spouse coverage, $100 for employee +child(ren) coverage, $200 for family coverage

Tuition Waiver: HCC tuition waiver for employee and dependents and HCC Continuing Education course fee waiver for employee

Tuition Reimbursement: Tuition reimbursement for employee for up to $3,500 per fiscal year

Employee Assistance Program (EAP): Counseling and referral service for employee and dependents

Employee Identification Card: Access to HCC Fitness and Recreation Center, HCC Library, and Bloomington-Normal Public Transit System (Connect Transit)

Sick Leave Bank

Long-Term Remote Work: With approval, up to 2 days (16 hours) remote work per week, after a minimum of 5 months in position

Long-Term Alternate Work Schedule: With approval, compressed workweek or flex work schedule, after a minimum of 5 months in position

Flexible Summer Work Schedule: With approval

Summer Service Hours: Most College operations close on Fridays at noon, typically beginning the Friday following June 1st and concluding on August 1st; full-time employees will work a 36-hour work week while receiving pay for 40 hours

Benefits listed are subject to change. Specific benefits may be dependent upon employment classification, duration of employment, full-time or part-time work status, etc.

Employer Heartland Community College

Address 1500 W. Raab Road

Normal, Illinois, 61761

Phone (309) 268-8130

Website http://www.heartland.edu