5586 School and Art Supply Buyer-Administrative Assistant


TITLE School and Art Buyer-Administrative Assistant




IMMEDIATE SUPERVISOR Director of the Bookstore

MAJOR ADMINISTRATOR Vice President for Student Affairs


The School and Art Supplies Buyer-Administrative Assistant manages the school and art supplies department in the bookstore, orders and processes all school and art supplies for stock and special orders, orders and displays special assortments monthly, and provides administrative support services for the Bookstore.


Education: A high school diploma or the equivalent is required.

Experience: At least three years of retail or administrative support experience, which includes at least one year of inventory control and/or one year of experience as a buyer, is required.

Skills: Buying and inventory control experience are required. Familiarity with word processing, spreadsheet, and database applications is required. An up-to-date knowledge of computer software available in the marketplace and how it works is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Experience in updating web pages is preferred.

Other: This position removes product from boxes and stocks shelves with school, office, and art supplies.


1. Contributes toward the profitability of the bookstore by managing the school and art supplies department, providing good customer service, stocking shelves, performing monthly cycle counts, processing invoices, monitoring stock to send back discontinued and stock balance books for credit, and performing the annual inventory and correcting any inconsistencies.

2. Provides administrative support services for the bookstore by managing bookstore files and records, retrieving information for reports, maintaining office equipment in operational condition, preparing electronic work orders as needed, ordering office and operational supplies and maintaining procurement card logs, preparing payment requests as needed, preparing correspondence as needed, preparing catering orders for special events, making travel arrangements as needed, preparing expense reimbursement requests as needed, and hiring, scheduling, and preparing Personnel Action Forms for off-duty security officers during Textbook Buyback and peak rush times at the beginning of semesters.

3. Prepares and organizes Textbook Buyback by working with Follett Higher Education on postcard approval for student mailing, obtaining the electronic mailing list of students for the postcard mailing, arranging approval for buyback locations, arranging for tables and chairs, power, and workers’ lunches at buyback locations, arranging for parking permits for buyers and bookstore vehicles, hiring and scheduling students working as boxers at buyback locations, and handling problems as they arise.

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

5. 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.

6. Contributes to the overall success of the bookstore by performing all other duties as assigned.


The School and Art Supplies Buyer-Administrative Assistant is supervised by the Director of the Bookstore and supervises student workers.




Factor 1: Educational/Experience Requirements of the Job

Level 4 - 500 Points: A combination of education and experience equivalent to a Level 4 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.

Factor 6: Work Impact

Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 2 - 50 Points: The work may include limited but regular exposure to uncomfortable physical conditions and/or variable weather. The work may require periodic handling, carrying, or lifting of moderately heavy objects. Alternatively, the work may require standing and/or walking for long periods of time and/or the use of hands or arms in the same position for long periods of time.