Registration and Records Assistant

Heartland Community College; Normal (IL); On-site; USD 35,000 - 48,000; Full time

Job summary

Heartland Community College is seeking a full-time Registration and Records Assistant to support Continuing Education registrations, both in person and remotely. You will handle phone/web/walk-in registrations, maintain records, and assist with payments, audits, and class information communications.

Ideal candidates will have an associate degree or related experience, strong keyboarding, and excellent written and verbal communication skills, with proficiency in Microsoft Office and PeopleSoft.

Qualifications

• Associate degree or relevant experience.
• Keyboarding competency.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Experience with PeopleSoft applications.

Responsibilities

• Provide exemplary customer service for registrations via phone, web, and in-person.
• Monitor registrations and resolve issues in Lumens/Modern Campus.
• Respond to inquiries and forward complex questions to the appropriate administrator.
• Communicate class information (cancellations, availability, Zoom links) to students by phone/email.
• Process registrations and payments; handle add/drops and refunds; assist with payment plans.
• Coordinate with the College Business Office on fees, audits, and invoicing.
• Assemble first session packets for instructors with rosters and evaluations.
• Update internal mailing lists and maintain contact information.
• Maintain course files and records per retention policies.
• Protect confidentiality of sensitive material and records.
• Occasional evenings and weekend hours as needed.

Skills

Customer service

Data entry

PeopleSoft

Microsoft Office

Education

Associate degree

Tools

Lumens

PeopleSoft

Job description

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.

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.

• 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.
• 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.