Program Assistant, Records

Heartland Community College•Normal, IL

4d•Onsite

About The Position

We seek applicants for a full-time position with the College's 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.

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

Nice To Haves

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

Responsibilities

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