5594 Course Materials Manager

POSITION IDENTIFICATION

TITLE Course Materials Manager

CLASSIFICATION NUMBER 5594

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director of the Bookstore

MAJOR ADMINISTRATOR Vice President for Student Affairs

GENERAL FUNCTION

The Course Materials Manager supervises the purchasing, receiving, organization, and sale processes of academic materials in the Bookstore.  The Course Materials Manager establishes training for all departmental employees and assists in the accountability of processes during wholesale buy and student buyback sessions.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A bachelor’s degree is required.

Experience: Two years of experience in purchasing, supervision, customer service and inventory control is required. Textbook sales management experience is preferred.

Skills: Effective communication skills are required. Computer literacy is required; the ability to learn and use the point-of-sale and textbook management computer systems is required.  The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Other: Occasional lifting of up to fifty pounds is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.  Assists in maintaining a profitable Bookstore operation by assuring that the receiving, pricing, and processing of course material products is accomplished correctly and efficiently, reviewing product receipts, and assisting the Course Material Buyers and Customer Service Manager in establishing Course Material refund policies.

2. Ensures an efficient shipping and receiving operation for the Bookstore by reviewing operating procedures and processes and supervising the Bookstore Shipping and Receiving Supervisor.

3. Promotes a positive and caring image of the Bookstore for students, parents, and faculty by resolving complaints and assuring that departmental staff provide excellent customer service and assistance in locating course materials within the store.

4. Provides leadership and supervision for staff by monitoring work activity, providing training as needed, creating student work schedules and assignments, and completing performance evaluations.

5. Maintains both in-store and e-commerce booklists by performing updates at appropriate intervals and assists with textbook management system upgrades, releases, and the development of new programs.

6. Assists the Technical Operations and Marketing Manager with the Textbook Reservation program by attending daily meetings, assisting with training, and communicating textbook information from the Course Materials Buyers.

7. Maintains the organization and accurate listing of dead stock titles on a regular basis, coordinates wholesale book buying sessions, monitors wholesaler visits and procedures, and assists the Director of the Bookstore in assuring accurate receipt and processing of wholesale buy funds.

8. Reports departmental markdowns in an accurate and timely manner, including titles sold to wholesalers, titles removed from physical store to e-commerce storage site, and write-offs of no-value titles to be destroyed, creates inventory adjustment codes, and updates reporting methods as directed by the Operations Manager or Internal Audit.

9. Works in coordination with the Director of the Bookstore to support the Textbook Buyback program by monitoring Buyback staff, assisting with remote site set-up and providing cash drawers, and assists with security and proper recording of required cash processes.

10. Manages the wholesale want listing program and ensures subsequent returns are processed according to vendor policies.

11. Supports the overall operation of the Bookstore by serving as a rotational manager for weekend and evening store operations, participating in the annual storewide physical inventory, and working with the Course Materials Buyers to reconcile physical inventory discrepancies of the end-of-semester textbook inventory to the satisfaction of Internal Auditors.

12.  Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

13. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Director of the Bookstore.

14. Contributes to the overall success of the Bookstore by performing all other duties as assigned.

SUPERVISION

The Course Materials Manager is supervised by the Director of the Bookstore and supervises the Course Materials Buyers, the Bookstore Shipping and Receiving Supervisor, temporary, and student employees.

OFFICE OF HUMAN RESOURCES

AUGUST 2012

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.