What are the responsibilities and job description for the Program Assistant, Records position at Heartland Community College?
Description
We seek applicants for a full-time position with the College's Records Office to serve as frontline staff and support efficient daily operations. Working with other Records Office staff, the Program Assistant performs various duties such as end-of-term processing, intake and release of transcripts, and maintenance of accurate student records in accordance with Family Educational Rights and Privacy Act (FERPA) and other applicable guidelines.
General responsibilities include but are not limited to:
- Process official and unofficial undergraduate transcript requests for students, other College departments, and external stakeholders
- Serve as subject matter expert on high school transcripts for internal and external stakeholders by evaluating and entering high school and placement information into student’s academic record
- Process student information updates and inquiries
- Process student program changes submitted by students, Admissions, and Advising staff
- Update and communicate with students about residency status, documentation, and deadlines
- Scan information and forms into Perceptive Content, either electronic or paper copies
- Post degrees; support end-of-term processing by maintaining the online diploma software; upload and print diplomas and send diplomas to students electronically
- Maintain communication with students regarding diplomas
- Provide reception and clerical support to the Records Office, including, answering phones, emails, and other inquiries
- Process FERPA requests. Release of information to other institutions, employers, and/or parents. Restrict public access to students’ information
Requirements
- Associate degree or appropriate experience/education
- Keyboarding competency
- Excellent verbal, written, and interpersonal communication skills
- Ability to work effectively within a diverse campus community
- Strong organization skills, attention to detail, and the ability to problem solve, work independently and function effectively in an environment with extensive public contact
Desired Qualifications
- Work experience in a Registrar's, Admissions, or student records office with responsibility for maintaining accurate academic records
- Proficiency or familiarity with Microsoft Office applications, including Word and Excel
Applications submitted by June 16, 2026 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.