Administrative Assistant, Continuing Education

Overview

We seek applicants for a part-time position to provide administrative support and assist with the day‑to‑day operations of Continuing Education (CE). This role is responsible for providing excellent customer service to staff, instructors, and participants.

• Support staff with day-to-day operations, including but not limited to conducting daily room checks and reporting issues with room scheduling and technology needs; and ensuring instructors have necessary materials.
• Coordinate the delivery of CE instructor packets and appropriate class supplies/materials. Deliver instructor packets for on-campus CE classes and assign the delivery of instructor materials to off-campus locations.
• Provide backup support for customized training processes, including setting up contracts, invoicing clients, and periodic reporting.
• Support the development of CE booklets by proofing and performing other associated tasks as needed during each booklet production cycle.
• Assist with meetings, workshops, and special events, providing backup support for the coordination of food and catering arrangements.
• Provide backup support for functions such as phone and walk‑in registrations, room scheduling changes, and processing requisitions/vouchers for purchases.
• Assist with staffing and scheduling Kids at Heartland summer greeters, and covering absences as needed.
• Maintain functional and technical process documentation.
• Completion of miscellaneous tasks as assigned.

Standard work hours are Monday‑Friday, 12:00 p.m. – 5:00 p.m.

• Associate degree or appropriate experience/education
• Keyboarding competency
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational skills, attention to detail, and problem‑solving and decision‑making ability
• Demonstrated ability to work independently and function professionally under pressure
• Demonstrated ability to work well as a team member and interact effectively and inclusively within a diverse campus community
• Proficiency with Microsoft Office applications
• Ability to work occasional evening and/or weekend hours as needed

• Work experience in a professional office environment
• Familiarity with the community college environment.
• Proficiency with Canva

Applications received by June 19, 2026, will receive priority consideration, with review of applications continuing as needed.

THIS POSITION IS BASED IN NORMAL, IL AND REQUIRES ON-CAMPUS/IN-PERSON PRESENCE.

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.