Program Assistant, STEM and Business

Heartland Community College • Normal, IL

1d • Onsite

About The Position

We seek applicants for a full-time position that provides administrative support for the daily operations of the STEM and Business Division, with an emphasis on supporting faculty and staff. This role serves as the first point of contact for students seeking program-related information and assists with various administrative tasks to ensure the smooth functioning of the division.

Requirements

• Associate degree or appropriate experience/education.
• Keyboarding competency.
• Proficiency with Microsoft Office applications, such as Word, Excel, Outlook, and SharePoint/Microsoft Teams.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work inclusively within a diverse campus community with students, staff, and the public.
• Strong organizational, time management and multitasking skills; attention to detail; proofreading skills; and ability to problem-solve, work independently, and function professionally under pressure.

Nice To Haves

• Work experience in a professional office or academic environment.
• Strong customer service background.
• Experience maintaining webpages.
• Experience with PeopleSoft applications.
• Ability to take initiative.

Responsibilities

• Provide general administrative support to Division personnel, including calendaring for the Dean and Associate Dean.
• Provide telephone and in-person reception, giving general information and referring as appropriate.
• Serve as the first point of contact for students with program-related information, answering questions regarding course offerings and scheduling.
• Assist the supervisor in tracking faculty leave and substitute teaching coverage.
• Coordinate student course evaluations for each session, including preparation, distribution, storage, and reporting.
• Collaborate with student organizations, facility scheduling, and external vendors to plan and facilitate internal and outreach opportunities that complement academic programs.
• Assist with the acquisition and preparation of materials for instruction each semester.
• Utilize Business Intelligence and PeopleSoft systems to generate various reports and lists for the Division, including enrollment reports, class rosters, etc.
• Collect and archive final grades in a timely manner and maintain efficient electronic and physical filing systems.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree