Program Assistant, Marketing

Heartland Community College; Normal (IL); On-site; USD 40,000 - 52,000; Full time

Job summary

Heartland Community College in Central Illinois seeks a full-time Program Assistant to provide administrative support for the Marketing department. You will help implement Marketing projects and manage financial and budgeting processes for the department, tracking expenditures and preparing requisitions and vouchers.

The role covers entering requisitions in PeopleSoft, reconciling expense records, and liaising with the Business Office to ensure compliance with policies.

Qualifications

• Assisting with budgets, invoices, and expenditure tracking.
• Strong written and verbal communication skills.
• Demonstrated organizational and problem-solving abilities.

Responsibilities

• Assist Marketing budget management and track expenditures.
• Enter requisitions, vouchers, process invoices, and manage other fiscal responsibilities for the department in PeopleSoft.
• Reconcile Business Office expense records to actual and track against budget.
• Serve as the department's liaison to the Business Office for purchasing and spending activities, ensuring policy compliance.
• Provide direct support to Marketing staff in scheduling and project coordination.
• Assist with daily operations of the Marketing department.
• Manage memberships, registrations, travel, catering, appointments, and other administrative tasks.
• Oversee ordering and storage of office supplies and promotional items.
• Provide telephone and public reception for the Marketing department.

Skills

Budget management

Invoice processing

Communication

Organizational skills

Education

Associate degree

Tools

Microsoft Office

Job description

Description

We seek applicants for a full-time position to provide administrative support for the Marketing department. The Program Assistant will support the implementation of Marketing projects along with financial and budgeting processes for the department. This position will also track all expenditures and prepare requisitions and vouchers for departmental purchases.

Description

We seek applicants for a full-time position to provide administrative support for the Marketing department. The Program Assistant will support the implementation of Marketing projects along with financial and budgeting processes for the department. This position will also track all expenditures and prepare requisitions and vouchers for departmental purchases.

General responsibilities

• Assist the Executive Director in managing the Marketing budget, tracking all fiscal year expenditures for the department, such as advertising and print items to ensure fiscal decisions are made to maximize College resources.
• Enter requisitions, vouchers, process invoices, and manage other fiscal responsibilities for the department in PeopleSoft.
• Reconcile Business Office expense records to actual and track against budget.
• Serve as the department's liaison to the Business Office for purchasing and spending activities, ensuring that the department complies with all College fiscal policies and procedures.
• Provide direct assistance to Marketing colleagues in administrative support and the scheduling, coordination, and completion of projects.
• Assist with daily operations of the Marketing department.
• Support Marketing staff by managing memberships, registrations, travel, catering, appointments, and other administrative tasks.
• Oversee the ordering and storage of office supplies and promotional items.
• Provide telephone and public reception in a courteous and professional manner for the Marketing department. Give general information and direct inquiries as appropriate.
• Provide technical support for the smooth operation of office equipment. Order supplies, request equipment repair and maintenance as necessary.
• Maintain emphasis on being an exemplary brand ambassador for the College as duties and responsibilities are fulfilled.
• Engage in regular professional development in order to stay current with evolving technologies and other best practices.

Requirements

• Associate degree or appropriate education/experience
• Experience working with budgets, invoices, and tracking expenditures
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational, attention to detail, and problem-solving skills
• Proficiency with Microsoft Office applications
• Ability to interact positively and effectively within a diverse campus community, including with students, employees, vendors, and community members

Desired Qualifications

• Professional experience in an administrative support role
• Experience with marketing and/or communications

Applications submitted by September 25, 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.