Bookstore Supervisor - Jobs in Coquitlam, BC

Job Description

Work ArrangementsThis regular full-time (35 hours per week) position is available starting September 26, 2022. Regular hours of work are Monday to Friday, 8:30 – 4:30 pm. Shift times may change depending on the need of the Department. Occasional evening and/or weekend work may be required. The position is located at the Coquitlam campus Bookstore; however, the successful candidate must be available for occasional work at the New Westminster campus. This position is under reviewWhat Douglas OffersDO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.The RoleReporting to the Manager, Facilities Services, the Bookstore Supervisor is responsible for planning and supervising the operations of the College Bookstores, ensuring timely, effective and efficient procurement of course and non-course materials; recommend Retail policies ; updating processes and ensuring Bookstore operations are consistent with College policies. The position provides administrative support and supervisory leadership and ensures consistent, exceptional client-centered service to all internal/external stakeholder groups.Provides leadership and operational supervision to the following BCGEU staff positions : Business Systems Specialist, Sr. Bookstore Clerk (Buyer), Coursepack and Copyright Coordinator, Logistics Coordinator, Sr. Bookstore Clerk (Course Materials), Accounting Coordinator, Bookstore Clerks and Auxiliary Bookstore staff.Communicates regularly with students, staff, Chairs, faculty, administrators and Academic Technology Services in addressing course materials, publishing and procurement related issues.Ensures the optimal functioning of the point-of-sale and inventory management computer systems and payment solution systems; purchases and controls inventory of all items for re-sale.Responsibilities1. Leads and supervise team operational processes, develops internal policies and updates procedures.

• plans and develops effective work protocols and service standards for the Bookstores; analyzes, plans and recommends strategies to increase the efficiency and effectiveness of operations;
• develops, reviews, and recommends changes to Retail policies, procedures and business processes to ensure operations are consistent with College policies, procedures manuals, accounting/auditing best practices and Occupational Health and Safety Standards;
• determines staffing requirements and develops staffing schedules for peak and non-peak periods; coordinates auxiliary staff directly; approves staff work schedules within established budget parameters; verifies and approves time sheets, authorizes overtime and approves leaves;
• initiates full time and cyclical part time postings; both temporary and permanent, For auxiliary hires, reviews applications; determines suitable candidates, conducts interviews and scores candidates, performs reference checks, recommends auxiliary candidates to management, submits supporting documentation, provides onboarding of new staff, liaises with HR as required. For permanent hires, assists the Manager by reviewing applicants, conducting interviews, scoring, selecting and onboarding.
• provides orientation to staff; ensures provision of appropriate training and professional development;
• coordinates, directs, allocates, establishes staff work priorities;
• monitors and evaluates work and ensures adherence to College policies, procedures. applies the BCGEU collective agreement, FIPPA (Freedom of Information and Protection of Privacy Act), adheres to accounting practices as directed by management/Finance and Occupational Health & Safety regulations to daily decision-making;
• ensures work related performance issues are resolved in a timely fashion; corrects performance as required; recommends discipline;
• provides inspiring leadership to Bookstore staff through effective guidance, teaching, coaching and motivation; acts as a role-model by setting clear values and shows commitment to the operation ; ensures timely and effective resolution of conflict within the unit;
• designs, implements and supervises in-store and e-commerce protocols; trains employees on security protocols, inventory management, database management, shipping and in-store purchases and pick-ups, and web payment processing;
• develops templates and workflows, as required, to streamline Bookstore processes relating to customer service and operational needs;
• resolves both routine and complex customer service issues effectively; on matters of College policy consults with Manager, Facilities Services;
• implements knowledge of systems, business/College policies, procedures and exercises professional judgement to solve unusual or irregular problems; exercises independent decision making and professional judgement;
• consults with Finance management to develop and implement strong internal controls for online and in-store operations to prevent theft/fraudulent transactions. Conducts periodic analysis of transactions to detect irregularities;
• analyzes and plans for increased efficiency and effectiveness by assessing available technologies, statistics, current industry practices and improving procedures;
• implements methods to measure customer satisfaction; analyzes results through statistical analysis; determines, develops and recommends change
• drafts or updates staff job descriptions for management ; reviews KSA’s;
• completes monthly Bookstore Inspection Checklist for Supervisors to ensure compliance with Occupational, Health and Safety Standards; ensures any issues are resolved in a timely fashion;

2. Directly ensures cost effective timely, efficient procurement of all course materials (includes print and digital textbooks including Inclusive Access and integrated materials) and oversees the procurement of non-course materials. Oversees purchases, controls inventory and tracks expenditures.

• sets guidelines for submissions of course materials requirements, for Deans, Chairs, faculty and departments;
• maintains effective ongoing communication with administrators, Deans, Chairs, faculty, Academic Technology Services and other College personnel to determine course material and non-course material requirements and in response to requests for services or data
• Sources alternative supplier options; provides complex detailed product information through analysis into edition, formats (digital, Inclusive Access digital, print, combined print/digital) price, availability and status;
• demonstrates independent action and acts in a consultative role to College departments to establish requirements both digital, print and combined print/digital in order to make recommendations by providing reports and statistical information;
• analyzes statistical selling history (of new/used print and digital texts); course enrollments; inventory levels and predicts buyback quantities in order to determine correct order quantities of each format;
• procures used books from used book wholesalers by wantlisting;
• plans, implements and coordinates the used book buyback programs including staffing levels, dates, advertising; determines quantities of used materials to purchase at buyback; forecasts and recommends budget for used book buy-back programs; tracks expenditures; provides detailed reports; reviews shortfalls and re-orders when necessary;
• determines quantities to purchase of each adopted format; applying approved purchasing methods and principles of effective supply chain management creates, generates, signs and places purchase orders;
• tracks and communicates late arriving materials information to all affected groups; communicates problematic publishing issues to all stakeholder groups;
• provides leadership in the execution of Inclusive Access programs, delivering course material e-texts to enrolled students via single sign-on access; reviews and updates data; researches editions and pricing; analyses savings compared to print; clarifies anomalies with departments;
• manages and ensures integrity and ongoing success of digital codes through proprietary electronic web based platforms; manages the purchases and redemptions by students; troubleshoots student access issues;
• establishes effective working relationships with publishing and vendor community; negotiates terms and delivery methods;
• establishes prices to achieve College’s standards and profit margins and reviews margins and sales statistics as required for budget purposes; provides an objective analysis of cause and reconciliation for performance anomalies to capture short falls and increases;
• supervises and coordinates computerized year-end and periodic inventories; develops procedures to ensure accuracy and efficiency.
• supervises the compilation, copyright clearance, production and selling of Coursepacks; in collaboration with Manager, Facilities Services, advises and oversees Coursepack & Copyright Coordinator on copyright issues and solutions including internal/external contacts within the framework of the Copyright Act, Fair Dealing, the Douglas College Copyright Policy and Open Education Resources;
• support the Manager with the negotiation of rates with freight companies for incoming and outgoing delivery of materials and resolves discrepancies in deliveries;
• establishes inventory levels to be transferred between campuses and reconciles accounting records;
• develops and monitors inventory controls to maintain appropriate levels of stock; adjusts orders and database;
• sources and issue web requisitions via FAST for operational and deadline imperative supplies;

3. Manages the point-of-sale inventory management and web based payment solutions systems.

• Ensures the optimal functioning of the point-of-sale, inventory management and payment solutions systems; works with Business Systems Specialist, CEIT and systems staff to ensure systems are utilized to their optimum potential; ensures PCI compliance;
• monitors and ensures the operational integrity and efficiency of the system and provides on-going training, operational and technical support to system users;
• assists with maintenance of payment solutions terminals;
• develops and delivers training to Bookstore staff;
• monitors the batching of invoices, credits and cheques through Banner AP module;
• troubleshoots issues with all internal systems; ensures the maintenance of an operations log on problems/resolutions to evaluate performance of system;
• ensures databases are maintained and updated;
• monitors inventory levels and margins in all department categories, identifies and corrects problems;
• creates, coordinates, produces and distributes reports ensuring accuracy and integrity of Bookstore information systems;
• develops and implements procedures; investigates and recommends system improvements and enhancements; maintains technical currency by attending training, courses and meetings of external user groups; troubleshoots with all systems;

4. Performs other related duties.

• participates in setting departmental goals, objectives and budgets and provides input regarding store operations policies and procedures to ensure standards and services are maintained;
• authorizes sales returns, exchanges and credit limits;
• represents Bookstore in various internal and external meetings, committees and presentations, engages with other departments to nurture relationships, identify, develop and pursue new opportunities to increase stakeholder value within the College Community;
• monitors publications pertaining to the Bookstore;
• supervises, collaborates on development of web content for Bookstore website; liaises with Marketing and Communications Office to provide timely updates to publications and social media;
• performs a variety of administrative functions to facilitate effective and optimal operations, including SharePoint file management;

To Be Successful in this Role You Will Need

• A minimum of a Diploma in an Accounting or Business Administration program at a recognized post-secondary institution or the equivalent combination of education and experience.
• A minimum of three years’ recent relevant experience; one of which at a supervisory level.
• Excellent interpersonal and cross-cultural communications skills including written and verbal fluency in the English language.

Knowledge of and experience with:

• Course materials procurement in a high volume post-secondary retail operation using complex inventory management database and point-of-sale systems.
• Approved purchasing methods and principles and effective supply chain management, sources of supply and regulations governing customs; excise; applicable taxes and transportation of goods.
• Inclusive course materials and LMS integrated programs.
• Canadian Copyright Act, Fair Dealing and Open Education Resources. GAAP or related software including use of equipment and systems found in retail operations.
• PCI Compliance.
• Intermediate level Excel, Word and SharePoint as well as other MS Office products.
• Planning and working in a fast-paced cyclical post-secondary environment.
• Web based operations, internet applications, web content and online payment solutions platforms.

A demonstrated ability to:

• Establish and maintain effective relationships in person, by telephone and in writing with various College administrators, faculty, Academic Technology Services, staff and students as well as external agencies, suppliers and the public.
• Purchase and control course and non-course materials.
• Effectively address complex procurement and publishing issues.
• Troubleshoot the inventory management database and point-of-sale systems.
• Identify and resolve complex inventory issues.
• Produce, maintain, analyze and report budget figures and statistics.
• Monitor and analyze POS transactions and summaries.
• Work with considerable independence of action with a minimum of direct supervision.
• Work with excellent attention to detail and alertness.
• Establish priorities and achieve deadlines.
• Allocate resources to ensure optimal service during peak and non-peak periods
• Compose correspondence, reports, develop documents and implement procedures.
• Handle issues of a confidential and sensitive nature in a professional manner.
• Perform under extreme pressure with frequent interruptions and time pressures.
• Be decisive.
• Analyze and problem solve.
• Deal with diverse populations as well as unreasonable and angry clients.
• Plan, train, lead, coach, and motivate employees. Interview and recruit staff for re-occurring cyclical periods.
• Set goals and provide feedback and performance reviews for reporting staff.
• Resolve conflict.
• Accurately enter significant amounts of data.
• Schedule and coordinate work flow within a unionized environment.
• Physically lift a variety of materials weighing up to 50lbs.
• Ensure compliance with Occupational, Health and Safety Standards.

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