Registration and Records Assistant

Heartland Community College•Normal, IL

3d•Onsite

About The Position

We seek applicants for a full-time position to serve as frontline staff and support functions of Continuing Education (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.

Requirements

Associate degree or appropriate experience/education.
Keyboarding competency.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational skills, attention to detail, ability to work independently, and function professionally under pressure.
Proficiency with Microsoft Office applications, such as Excel, Word, and Outlook.
Demonstrated ability to work effectively as a team member and within a diverse campus community, including students, employees, and community members of diverse ages, cultures, and socio-economic backgrounds.
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Nice To Haves

Work experience in a professional office and/or customer service environment.
Experience with PeopleSoft applications.

Responsibilities

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.