Program Operations Assistant

College of Lake County•Grayslake, IL

7d•Onsite

About The Position

The Program Operations Assistant supports academic and data operations by maintaining accurate course schedules, student records, and documentation in compliance with Illinois Community College Board (ICCB) requirements. The position processes course and enrollment changes, coordinates classroom assignments, prepares instructional materials, and assists faculty and staff with technology and logistical needs. It also supports data reporting, auditing, and record retention while maintaining confidentiality and accuracy across academic processes. The role is based at the Grayslake Campus and may involve work in an office setting, with occasional fluctuations in temperature and noise. The position requires the ability to remain seated or standing for more than half the time, occasionally stoop, bend, kneel, or reach, and frequently handle items weighing up to 10 pounds. It also involves operating office equipment and a computer keyboard, communicating to exchange information, and learning and completing tasks independently.

Requirements

High school diploma or equivalent.
At least two years of office support or related experience.
Working proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, and general office equipment.
Ability to follow instructions, manage multiple tasks, and independently meet deadlines for routine work, with support for new or complex tasks.
Ability to work effectively with individuals from diverse backgrounds and maintain a respectful, inclusive environment.
Ability to remain seated and/or standing for more than 50% of the time.
Ability to occasionally stoop, bend, kneel, and reach, and frequently lift, carry, push, and/or pull up to 10 pounds.
Ability to regularly operate office equipment requiring repetitive hand movement and fine coordination, including a computer keyboard.
Ability to communicate to exchange information and to learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions.
Ability to observe in the near visual range, with or without correction or reasonable accommodation.

Nice To Haves

Prior clerical or customer service experience, preferably in higher education.
Experience with computer information systems used for student and employee data and reporting, such as Workday.
Bilingual English/Spanish proficiency.

Responsibilities

Create, update, and maintain class schedules, ensuring accuracy across systems and compliance with ICCB credit hour and unit-of-instruction standards.
Process course changes, combinations, cancellations, and data entries as directed by faculty and department leadership.
Coordinate classroom assignments across multiple campus locations.
Assist with data reporting, document management, and record retention in accordance with ICCB and institutional guidelines.
Prepare and organize instructor and student files each term and support audit and fiscal-year filing requirements.
Enroll and drop students in DAISI to maintain accurate attendance records.
Assist instructors with classroom logistics, technology issues involving hardware, software, and web tools, room changes, and paperwork.
Print and organize Student Itinerary Forms and create folders containing final instructor paperwork.
Collect, verify, and enter documentation and attendance data submitted by instructors into DAISI.
Maintain confidentiality of student and departmental data in accordance with FERPA and applicable regulations.
Participate in cross-departmental initiatives and campus events.
Identify and recommend process enhancements to improve efficiency and service delivery.
Perform other duties as assigned in support of the College and the primary unit, division, and department.