5592 Operations Manager

POSITION IDENTIFICATION

TITLE Operations Manager

CLASSIFICATION NUMBER 5592

GRADE 43

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Director of the Bookstore

MAJOR ADMINISTRATOR Assistant to the Vice President of Student Affairs

GENERAL FUNCTION

The Operations Manager manages the satellite operations of the bookstore by coordinating deliveries, determining pricing, ordering inventory, preparing the daily deposit for each location, processing invoices for merchandise received, and hiring and scheduling students working as store clerks.  The Operations Manager is responsible for the bookstore Accounts Payable and processes all invoices and credit memos due the bookstore, coordinates and manages all financial and accounting aspects of e-Commerce transactions, resolves billing problems, verifies statements from publishers and vendors, hires and schedules students working at the bookstore, monitors student payroll, and processes time cards for temporary workers.  The Operations Manager prepares and monitors the budgets for the bookstore and satellite operations and coordinates projects involving construction, additions, and modifications to the bookstore and satellite operations.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required; a bachelor’s degree in accounting or a related field is preferred.  Specialized training or courses beyond the high school level in bookkeeping or accounting are required.

Experience: At least 3 years of experience retail accounting or bookkeeping experience is required.  Supervisory experience is required; management experience is preferred.

Skills: Inventory control skills are required.  Exceptional aptitude in accounting procedures, data entry skills, the ability to operate a 10-key calculator, and proficiency with word processing, spreadsheet, and database applications is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Other: Must be able to lift boxes up to 50 pounds.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assures the profitability of the satellite operations of the bookstore by assuring adequate merchandise is available, pricing merchandise correctly, attractively displaying products for sale or rental, and conducting a monthly inventory.

2. Assures the fiscal accountability of each operation by preparing the daily deposit, counting the cash fund, and preparing the spreadsheet indicating merchandise sold, cash, checks, credit card charges, accounts receivable charges, and BearPass Card charges being deposited.

3. Coordinates and manages all financial and accounting aspects of the Bookstore’s e-commerce transactions.

4. Assures that vendors are paid correctly by overseeing the processing of invoices daily for all merchandise received in each location and entering them on spreadsheet that goes to Financial Services monthly.

5. Oversees the student workforce in both the bookstore and the satellite operations by selecting, scheduling, disciplining, and processing payroll.

6. Assumes responsibility for the bookstore’s accounts payable by processing and double checking all invoices for accuracy, verifying statements from publishers and vendors, processing credit memorandums due from publishers or vendors, recording invoices and credit memos in a spreadsheet, and corresponding with publishers and vendors to resolve problems and obtain credit memos or invoices.

7. Supports bookstore operations by preparing and monitoring the annual budgets for the satellite operations, and the bookstore, processing clearance forms and payroll for temporary bookstore employees, processing pay sheets for temporary services personnel, assisting with year-end inventory and preparing inventory spreadsheet reports, coordinating projects involving construction, additions, and modifications to the bookstore and satellite operations, and processing souvenir sales from sports events.

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

9. Maintains competency in current skills and develops new skills as the job requires by attending training and/or courses as required by the Director of the Bookstore.

10. Helps to assure the overall success of the Bookstore by performing all other duties assigned.

SUPERVISION

The Operations Manager is supervised by the Director of the Bookstore and supervises full and part time employees and student workers.

OFFICE OF HUMAN RESOURCES

REVISED JULY 2011

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 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.