Program Assistant, Health Sciences

Heartland Community College; Normal (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Heartland Community College is seeking a full-time Program Assistant to support the Health Sciences division's day-to-day operations, assisting staff and faculty.

You will handle administrative tasks, reception, student inquiries, and coordination of faculty coverage, budgets, and reports while maintaining confidential data and campus partnerships.

Qualifications

• Associate degree or appropriate experience/education
• Proficiency with Microsoft Office applications (Word, Excel, Outlook) and collaboration tools
• Excellent written, verbal, and interpersonal communication
• Ability to work inclusively in a diverse campus community
• Strong organizational and multitasking skills

Responsibilities

• Provide general administrative support to Division personnel.
• Reception duties and in-person referrals, providing general information.
• Serve as the first point of contact for students with program-related information.
• Coordinate processes for tracking faculty leave and substitute teaching coverage and student course evaluations.
• Maintain and order office supplies; prepare purchase requisitions using college systems.
• Process invoices and reconcile monthly Division purchasing card statements; assist the Dean with budgeting.
• Collaborate with student organizations, facility scheduling, and external vendors to plan internal and outreach activities.
• Generate reports and lists for the Division (class rosters, schedules, budget reports, etc.).
• Maintain efficient electronic and physical filing systems and protect confidential data per policies.

Job description

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.

General 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.
• Coordinateprocesses 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.

Applications received by October 12 2026, will receive priority consideration, with review of applications continuing as needed.

Qualifications

1. Associate degree or appropriate experience/education
2. Keyboarding competency
3. Proficiency with Microsoft Office applications, especially Word, Excel, Outlook, and SharePoint/Microsoft Teams
4. Excellent written, verbal, and interpersonal communication skills
5. Ability to work inclusively within a diverse campus community with students, staff, and the public
6. Strong organizational, time management, and multitasking skills; attention to detail; proofreading skills; and ability to problem-solve, work independently, and function professionally under pressure

1. Work experience in a professional office or academic environment
2. Strong customer service background
3. Experience maintaining webpages
4. Experience with PeopleSoft applications
5. Ability to take initiative

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.

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