Program Assistant, Health Sciences

Heartland Community College•Normal, IL

2d•Onsite

About The Position

We seek a full-time Program Assistant to assist in the day-to-day operations of the Health Sciences division, with an emphasis on supporting staff and faculty. This role involves providing general administrative support, serving as a point of contact for students, coordinating various tracking processes, managing office supplies and purchases, assisting with budget planning, collaborating on events, generating reports, and maintaining filing systems.

Requirements

Associate degree or appropriate experience/education
Keyboarding competency
Proficiency with Microsoft Office applications, especially 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.
Provide telephone and in-person reception, provide 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.
Coordinate processes for tracking faculty leave and substitute teaching coverage as well as student course evaluations.
Maintain and order office supplies for the Division.
Prepare purchase requisitions for supplies, equipment, professional development, and other services as necessary, using PeopleSoft Financials and other college systems.
Process invoices and reconcile monthly Division purchasing card statements.
Assist the Dean with budget planning and management processes.
Collaborate with student organizations, facility scheduling, and external vendors to plan and facilitate internal and outreach opportunities that complement academic programs.
Generate various reports and lists for the Division, including class rosters, schedules, budget reports, etc.
Maintain efficient electronic and physical filing systems to handle and protect confidential personal data according to externally mandated rules and regulations and institutional practices.