What are the responsibilities and job description for the Registration and Records Assistant, Continuing Education position at Heartland Community College?
Salary : $18.27 Hourly
Location : Normal, IL
Job Type : Full-time
Unit : Academic Affairs
Division / Department : Continuing Ed
Opening Date : 02 / 14 / 2025
Email : jodi.ellsworth@heartland.edu
Description
We seek applicants for a full-time position to serve as frontline staff and support functions of (CE), including phone and in-person student registration for personal enrichment and professional learning courses. The Registration and Records Assistant will also perform various duties including creation and maintenance of electronic and hard copies of student and course records.
General Responsibilities include but are not limited to :
- Provide exemplary customer service and attention to detail while processing phone, web, and walk-in registrations for personal enrichment and professional learning courses.
- Monitor registrations and resolve student registration issues in Modern Campus' Lumens software.
- Respond promptly and professionally to phone calls, emails, and in-person inquiries, recognizing potentially advanced queries, and forward to the correct administrator.
- Communicate important class information such as cancellations, availability, Zoom class links, additional class sections, etc. to students in a professional and timely manner via phone and email.
- Process and post all CE student registration payments, add / drops, and refunds; problem-solve student accounts, and assist with payment plans and scholarships.
- Communicate with the College Business Office to research student fee discrepancies, perform audits, create invoices, and verify end-of-day balances.
- Assemble and oversee first session packets for instructors in a timely manner, including accurate rosters, evaluation documents, and other materials as needed.
- Update internal mailing lists to maintain accurate contact information.
- Set up courses in PeopleSoft and Lumens, manage class evaluations, enter grades, and maintain appropriate course files and records per College and State records retention policies.
- Protect confidentiality of sensitive material, including student and staff records, financial records, and other information.
- Work occasional evening and weekend hours as necessary.
Requirements
Desired Qualifications
Applications submitted by February 28, 2025 will receive priority consideration, with review of applications continuing as needed.
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
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
8 hours granted on start date, then annually granted at the start of the calendar year on January 1
Special Leave : Available by approval for bereavement, emergencies, and legal requirements
Parental Leave : 4 weeks for qualifying events, once per 12-month rolling period
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.
EMPLOYEE INSURANCE COVERAGES
Eligibility begins the first day of the month following or coinciding with the date of employment.
Medical Insurance : Blue Cross Blue Shield, 2 Plan Options
2,000 Deductible QHDHP : Employee coverage paid 100%; 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; 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 0.85% 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
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 $3,000 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
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.
Salary : $3,000
