Registration and Records Assistant

Salary: $19.10 Hourly
Location : 1500 West Raab Road, Normal, IL
Job Type: Full-time
Unit: Academic Affairs
Division/Department: Continuing Ed
Opening Date: 08/18/2026
Email: View email address on click.appcast.io


Description


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


General Responsibilities include but are not limited to :

• 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.

Anticipated hours are Monday-Thursday, 8:30 AM-5:00 PM, and Friday, 8:00 AM-4:30 PM.

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.

Desired Qualifications

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

Applications submitted by September 1, 20206 will receive priority consideration, with review of applications continuing as needed.

THIS POSITION IS BASED IN CENTRAL ILLINOIS, AND ABILITY TO BE PRESENT ON-CAMPUS/IN-PERSON IS REQUIRED.

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.


Heartland Community College is an equal opportunity institution.


HCC values equity, diversity and inclusion. We create a collegial and welcoming culture by taking collective responsibility in the creation, protection, and enhancement of an equitable, diverse, and inclusive campus community.
EMPLOYEE LEAVE
Vacation: 20 days (160 hours) per year with a maximum annual carry-over of 40 days (320 hours); Accrual of 6.16 hours will be granted on the last day of each pay period

Sick Leave: 12 days (96 hours) per year with unlimited annual carry-over; 12 days (96 hours) granted on start date; Beginning on the first anniversary, accrual of 3.70 hours will be granted on the last day of each pay period

Volunteer Leave: 1 day (8 hours) per year with no annual carry-over; 8 hours granted on start date, then annually granted on January 1

Special Leave: Available by approval for bereavement, emergencies, and legal requirements

Parental Leave: 4 weeks (160 hours) for qualifying events, once per 12-month rolling period

Holidays: 12 designated paid holidays, plus 3 paid Floating Holidays (24 hours); Floating Holidays granted on start date, then annually granted on the anniversary date. HCC is closed from Christmas Eve Day through New Year's Day generally resulting in additional paid days. The College is closed on Election Day (Presidential Election years only)

EMPLOYEE INSURANCE COVERAGES
Eligibility begins the first day of the month following or coinciding with the date of employment.

Medical Insurance: HSA & Copay Plan Options - Blue Cross Blue Shield Blue Choice Network

HSA Plans

• $4,000 Tier 1 Deductible: Employee coverage paid 100%; dependent coverage paid 50%
• $5,000 Tier 2 Deductible: Employee coverage paid 100%; dependent coverage paid 50%
• $7,000 Out-of-Network Deductible: Employee coverage paid 100%; dependent coverage paid 50%

Copay Plans

• $3,000 Tier 1 Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%
• $4,000 Tier 2 Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%
• $5,000 Out-of-Network Deductible: Employee coverage paid 96.5%; dependent coverage paid 45%

Dental Insurance: Delta Dental
Employee coverage paid 100%; dependent coverage paid 45%

Vision Insurance: VSP
Employee coverage paid 100%; dependent coverage paid 45%

Life Insurance: Sun Life
Term life insurance equal to twice the annual base salary

Optional Insurances: Sun Life
Accident; Critical Illness; Hospital Indemnity; Long-term Disability; Voluntary Life

RETIREMENT BENEFITS
Retirement System: State Universities Retirement System (SURS) - choice of Traditional, Portable, or Retirement Savings Plan with 8% pre-tax payroll deduction

Retirement Health Insurance Plan: College Insurance Program (CIP) - Health insurance for SURS retirees with 1% pre-tax payroll deduction

Savings Plan: SURS Deferred Compensation Plan (DCP) 457(b) - Automatic enrollment with 3% pre-tax payroll deduction. Ability to opt out within 30 days of hire

Tax-sheltered Annuity Plan: 403(b) plan permitting voluntary salary reductions within IRS rules

OTHER BENEFITS
Flexible Spending Plan: Section 125 Plan permitting voluntary salary reductions to pay for eligible healthcare and childcare expenses using tax-free dollars within IRS rules
Health Savings Account: Tax-advantaged account available to HSA participants only to pay for qualified healthcare expenses. The College provides monthly contributions for eligible employees: $50 for single coverage, $100 for employee +spouse coverage, $100 for employee +child(ren) coverage, $200 for family coverage
Tuition Waiver: HCC tuition waiver for employee and dependents and HCC Continuing Education course fee waiver for employee

Tuition Reimbursement: Tuition reimbursement for employee for up to $3,500 per fiscal year

Employee Assistance Program (EAP): Counseling and referral service for employee and dependents

Employee Identification Card: Access to HCC Fitness and Recreation Center, HCC Library, and Bloomington-Normal Public Transit System (Connect Transit)

Sick Leave Bank

Long-Term Remote Work: With approval, up to 2 days (16 hours) remote work per week, after a minimum of 5 months in position

Long-Term Alternate Work Schedule: With approval, compressed workweek or flex work schedule, after a minimum of 5 months in position

Flexible Summer Work Schedule: With approval

Summer Service Hours: Most College operations close on Fridays at noon, typically beginning the Friday following June 1st and concluding on August 1st; full-time employees will work a 36-hour work week while receiving pay for 40 hours

Benefits listed are subject to change. Specific benefits may be dependent upon employment classification, duration of employment, full-time or part-time work status, etc.