We seek applicants for a full-time position to provide administrative support to the Vice Presidents and Executive Office. Reporting to the Executive Assistant to the President, the Program Assistant handles day-to-day operations of the front office and supports for the College's Vice Presidents, with a focus on professionalism, excellent customer service, and confidentiality.

Schedule may include occasional evening or weekend hours in support of special events and Board of Trustees meetings.

General responsibilitiesinclude, but are not limited to:

• Provide extensive, detail-oriented administrative support to the Vice Presidents/Executive Office, including typing, filing, copying, scanning, data entry, proofreading, sorting and distributing mail, forms/paperwork processing, and other office tasks.
• Maintain emphasis on providing excellent customer service and exhibiting professionalism and discretion, especially in light of extensive contact with community leaders, the public, Board of Trustees, and various departments across the College.
• Proactively anticipate the scheduling needs of the Vice Presidents/Executive Office and manage the confidential scheduling of appointments, meetings, and professional travel for the Vice Presidents/Executive Office as requested, initiating proposed changes as warranted.
• Manage the day-to-day operations of the front office:
  • Provide telephone and public reception for the Executive Office, ensuring excellent customer service to students, employees, parents, and other guests. Direct office visitors to promote the best use of the resources.
  • Oversee tasks of student employees.
  • Prepare purchase requisitions and vouchers for supplies, dues, publications, equipment, etc.
• Plan and coordinate special events for the Executive Office, including those requiring non-routine work hours. This may include facility scheduling, catering arrangements, room configuration, and serving as host.
• Maintain Executive Office spaces. Ensure the cleanliness of rooms and the proper operation of equipment and programs (Zoom) on a daily basis and prior to meetings.
• Develop and maintain an efficient and effective electronic and physical filing system.
• Assist with budget management, including budget development, tracking, and forecasting.
• Assist institutional teams, committees, or projects in support of Executive leadership by attending meetings, organizing information, and recommending and initiating follow-up activities as approved by Vice Presidents/Executive leadership. Take minutes as appropriate.
• Manage the efficient and confidential flow of forms and paperwork routed to and within the Executive Office using both paper and electronic systems, making suggestions for improvements when appropriate.
• In consultation with the Executive Assistant, assist with Board of Trustees and other meeting preparations.
• Assist Vice Presidents/Executive Office with applicant review team processes.
• Maintain familiarity with the Open Meetings Act and Freedom of Information Act to ensure compliance.

1. Associate degree or appropriate experience/education
2. Excellent written, verbal, and interpersonal communication skills
3. Ability to work effectively and inclusively within a diverse campus community, including with students, employees, and external community members
4. Strong organizational skills, attention to detail, and ability to problem-solve, work independently, and function professionally under pressure
5. Proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook

1. Work experience in a professional office environment
2. Advanced familiarity with Microsoft applications
3. Experience managing complex schedules
4. Familiarity with maintaining and updating webpages
5. Experience scheduling travel arrangements for others

Applications submitted by March 23, 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.

EMPLOYEE LEAVE
Vacation: 20 days (160 hours) per year with a maximum annual carry-over of 40 days (320 hours); Accrual of 6.16 hours will be granted on the last day of each pay period

Sick Leave: 12 days (96 hours) per year with unlimited annual carry-over; 12 days (96 hours) granted on start date; Beginning on the first anniversary, accrual of 3.70 hours will be granted on the last day of each pay period.

Volunteer Leave: 1 day (8 hours) per year with no annual carry-over;
8 hours granted on start date, then annually granted on January 1

Special Leave: Available by approval for bereavement, emergencies, and legal requirements

Parental Leave: 4 weeks for qualifying events, once per 12-month rolling period

Holidays: 12 designated paid holidays, plus 3 paid Floating Holidays (24 hours); Floating Holidays granted on start date, then annually granted on the anniversary date. HCC is closed from Christmas Eve Day through New Year’s Day generally resulting in additional paid days

EMPLOYEE INSURANCE COVERAGES
Eligibility begins the first day of the month following or coinciding with the date of employment.

Medical Insurance: Blue Cross Blue Shield, 2 Plan Options
$3,000 Deductible PPO (Copay Plan): Employee coverage paid 100%; dependent coverage paid 45%
$4,000 Deductible QHDHP (HSA Plan): Employee coverage paid 100%; dependent coverage paid 45%

Dental Insurance: Delta Dental
Employee coverage paid 100%; dependent coverage paid 45%

Vision Insurance: VSP
Employee coverage paid 100%; dependent coverage paid 45%

Life Insurance: Sun Life
Term life insurance equal to twice the annual base salary

Optional Insurances: Sun Life
Accident; Critical Illness; Long-term Disability; Voluntary Life

RETIREMENT BENEFITS
Retirement System: State Universities Retirement System (SURS) - choice of Traditional, Portable, or Retirement Savings Plan with 8% pre-tax payroll deduction

Retirement Health Insurance Plan: College Insurance Program (CIP) - health insurance for SURS retirees with 0.95% pre-tax payroll deduction

Savings Plan: SURS Deferred Compensation Plan (DCP) 457(b) – automatic enrollment with 3% pre-tax payroll deduction. Ability to opt out within 30 days of hire

Tax-sheltered Annuity Plan: 403(b) plan permitting voluntary salary reductions within IRS rules

OTHER BENEFITS
Flexible Spending Plan: Section 125 Plan permitting voluntary salary reductions to pay for eligible healthcare and childcare expenses using tax-free dollars within IRS rules

Tuition Waiver: HCC tuition waiver for employee and dependents and HCC Continuing Education course fee waiver for employee

Tuition Reimbursement: Tuition reimbursement for employee for up to $3,500 per fiscal year

Employee Assistance Program (EAP): Counseling and referral service for employee and dependents

Employee Identification Card: Access to HCC Fitness and Recreation Center, HCC Library, and Bloomington- Normal Public Transit System (Connect Transit)

Sick Leave Bank

Long-Term Remote Work: With approval, up to 2 days (16 hours) remote work per week, after a minimum of 5 months in position

Long-Term Alternate Work Schedule: With approval, compressed workweek or flex work schedule, after a minimum of 5 months in position

Flexible Summer Work Schedule: With approval

Summer Service Hours: Most College operations close on Fridays at noon, typically beginning the Friday following June 1^st and concluding on August 1^st; Full-time employees will work a 36-hour work week while receiving pay for 40 hours

Benefits listed are subject to change. Specific benefits may be dependent upon employment classification, duration of employment, full-time or part-time work status, etc.