Bookstore Manager

SHAWNEE COMMUNITY COLLEGE; Ullin (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

The Shawnee Community College Bookstore is seeking a Bookstore Manager who will oversee all bookstore operations, including textbook ordering, inventory management, purchasing for resale, and customer service. You will lead staff, monitor cash handling, and ensure accurate reporting to the Director of Business Services.

Responsibilities include coordinating adoptions with faculty, managing vendor relations, and maintaining online ordering.

Qualifications

• Bachelor's degree in business administration or related field with three years’ experience in retail operations, bookstore, or comparable business operation
• Associate’s degree and five years’ experience managing an auxiliary service, retail operation, bookstore, or comparable business operation
• Supervisory experience
• Proficiency in Microsoft Excel and Word
• Excellent interpersonal, customer service, and written and verbal communication skills
• Strong analytical, financial, and problem-solving skills
• Knowledge of textbook and course material adoption processes, inventory management, purchasing, and Point-of-Sale operations
• Ability to interpret sales, inventory, and financial information and use data to support operational decisions
• Strong time-management and organizational skills, with the ability to manage multiple priorities and meet established deadlines
• Financial acumen sufficient to monitor budgets, review transactions, approve invoices, maintain internal controls, and support annual audit activities
• Ability to learn, administer, and troubleshoot bookstore information systems and work effectively with technology vendors and College Information Technology staff
• Ability to supervise, train, and provide direction to employees and student workers
• Commitment to professional standards and to representing the College positively in institutional and external interactions

Responsibilities

• Coordinate textbook adoption and ordering with faculty and Academic Affairs to ensure timely submissions and availability of required materials
• Estimate needs for new, used, rental, digital formats to meet student demand while minimizing overstock
• Maintain current textbook and course material inventory and manage returns and obsolete materials
• Develop and maintain purchasing procedures for resale inventory
• Monitor inventory for loss and sales trends; adjust as needed
• Plan and manage bookstore budget and internal controls; reconcile daily sales and reports
• Oversee vendor relationships, pricing, and purchasing arrangements for value to the College
• Administer bookstore purchases charged to student accounts and financial aid
• Serve as primary administrator for POS and inventory systems
• Maintain online ordering and e-commerce functions as applicable
• Train and supervise bookstore staff and student workers
• Ensure compliance with policies and external requirements

Skills

Interpersonal skills

Customer service

Written and verbal communication

Analytical thinking

Financial acumen

Time management

Organizational skills

Data interpretation

Troubleshooting bookstore info systems

Education

Bachelor's degree in business administration or related field

Associate’s degree with five years in auxiliary services/retail operations

Tools

Microsoft Excel

Microsoft Word

Job description

The Bookstore Manager reports to the Director of Business Services and is responsible for the general management of operations in the college store, including, but not limited to, the following functions: selling, purchasing for resale, receiving/distribution, personnel management, information systems, financial management, bookstore public relations, and service-related activities.The essential duties and primary responsibilities below are intended to describe the general requirements of this job and are not intended to be an exhaustive statement of duties.

Otherrelated duties which may be required by the Director of Business Services (duties that may not be specifically listed in the class specification or position description, but are generally within the occupational series and responsibility level associated with the employee’s class of work).

Textbook and Course Material Management

• Coordinate the textbook and course material adoption and ordering process; work with faculty and Academic Affairs to ensure timely submission of adoptions and availability of required course materials.

• Estimate textbook and course material needs, including new, used, rental, digital, and other available formats, to meet student demand while minimizing overstock, returns, and obsolete inventory.
• Maintain current textbook and course material inventory by processing returns and identifying opportunities to sell overstock and outdated materials to wholesalers or other appropriate outlets.
• Monitor textbook sell-through, inventory turnover, returns, and obsolete inventory and recommend actions to reduce losses and improve availability.
• Provide a master textbook list, recommended changes, and applicable timelines to Academic Affairs.
• Prepare and maintain the textbook list for publication on the College website by the beginning of registration and provide consumable-course-material information to advisement prior to registration.
• Ensure textbook and course material information is maintained and communicated in a timely manner to support applicable disclosure and institutional requirements.

Inventory, Purchasing, and Receiving

• Plan and manage purchasing for resale, including textbooks, supplies, apparel, merchandise, and other bookstore products.

• Develop and maintain procedures for receiving, pricing, transferring, returning, and disposing of bookstore inventory.
• Monitor inventory for loss prevention.
• Monitor inventory levels, product assortment, sales trends, and turnover to support effective purchasing decisions and minimize excess inventory.
• Coordinate and complete the annual physical inventory of textbooks, merchandise, and supplies; reconcile inventory records and provide required documentation to the Business Office and external auditors by June 30th, fiscal year end.

Financial and Vendor Management

• Develop, monitor, and maintain the bookstore budget in coordination with the Director of Business Services.
• Monitor bookstore revenues, expenditures, inventory levels, gross margins, and other key operating measures; investigate significant variances and recommend corrective action.
• Establish and maintain appropriate internal controls over cash receipts, credit card transactions, refunds, inventory, and other bookstore assets in coordination with the Director of Business Services.
• Reconcile or review daily Point-of-Sale activity, deposits, refunds, and bookstore financial reports in accordance with college procedures.
• Approve bookstore invoices for release of payment and ensure purchases are properly documented and charged.
• Coordinate with the Business Office regarding bookstore accounting, accounts payable, inventory valuation, year-end closing, and audit requirements.
• Maintain current knowledge of publisher, distributor, wholesaler, and other vendor policies and procedures.
• Manage vendor relationships, evaluate pricing and purchasing options, and recommend vendors and purchasing arrangements that provide appropriate value to the College.

Student Accounts and Financial Aid Purchases

• Administer bookstore purchases charged to student accounts, financial aid, scholarships, grants, departmental accounts, and other authorized funding sources in accordance with college policies and applicable requirements.
• Maintain appropriate documentation and controls for authorized bookstore charges, returns, refunds, and adjustments.
• Coordinate with the Business Office and Financial Aid Office to resolve student account, authorization, and financial-aid purchasing issues.

Systems, Reporting, and E-Commerce

• Serve as the primary functional administrator for bookstore Point-of-Sale and inventory management systems.
• Maintain system configurations, item records, pricing, inventory data, user access, and reporting necessary for accurate and efficient bookstore operations.
• Coordinate with Information Technology, Business Services, and vendors regarding system upgrades, integrations, troubleshooting, data accuracy, and operational needs.
• Maintain accurate bookstore and course material information on the College website and oversee online ordering or e-commerce functions, as applicable.
• Prepare operational, inventory, sales, and financial reports as requested by the Director of Business Services.

Retail Operations, Marketing, and Customer Service

• Plan and promote end-of-semester student textbook buyback.
• Plan and supervise the merchandising, advertising, displaying, and selling of bookstore merchandise.
• Maintain an orderly, professional, accessible, and customer-focused retail environment.
• Handle and resolve customer complaints, concerns, returns, and other service-related issues in accordance with College procedures.
• Evaluate merchandise assortment, services, and operating practices to respond to student and campus needs.

Supervision, Communication, and External Relations

• Train, supervise, schedule, and evaluate bookstore staff and student workers assigned to the bookstore.
• Provide clear procedures, work assignments, and appropriate cross-training to support continuity of bookstore operations.
• Maintain open communication and effective working relationships with college departments, faculty, staff, students, and external partners.
• Work with high school counselors and appropriate College personnel to identify textbook adoptions and changes affecting dual-credit or other participating students and assist with course material ordering.
• Maintain professional relationships with other college stores and relevant state and national professional organizations and resources.

Planning, Compliance, and Continuous Improvement

• Develop, document, implement, and periodically review bookstore operating procedures, including purchasing, receiving, inventory, cash handling, refunds, textbook returns, buybacks, and student account charges.
• Ensure bookstore operations comply with college policies and applicable federal and state requirements.
• Develop and recommend strategies to improve the financial and operational performance of the bookstore, including textbook affordability, inventory turnover, purchasing practices, technology, staffing, merchandise mix, and alternative course-material delivery models.
• Stay informed of changes and trends affecting college bookstores, course materials, retail operations, technology, and student purchasing practices.
• Assist the Director of Business Services with special projects, analyses, and initiatives related to bookstore and auxiliary operations.

Minimum Qualifications – Education and Experience

• Bachelor's degree in business administration or related field with three years’ experience in retail operations, bookstore, or comparable business operation. OR
• Associate’s degree and five years’ experience managing an auxiliary service, retail operation, bookstore, or comparable business operation.
• Supervisory experience

• Proficiency in Microsoft Excel and Word.
• Excellent interpersonal, customer service, and written and verbal communication skills.
• Strong analytical, financial, and problem-solving skills.
• Knowledge of textbook and course material adoption processes, inventory management, purchasing, and Point-of-Sale operations.
• Ability to interpret sales, inventory, and financial information and use data to support operational decisions.
• Strong time-management and organizational skills, with the ability to manage multiple priorities and meet established deadlines.
• Financial acumen sufficient to monitor budgets, review transactions, approve invoices, maintain internal controls, and support annual audit activities.
• Ability to learn, administer, and troubleshoot bookstore information systems and work effectively with technology vendors and College Information Technology staff.
• Ability to work independently, exercise sound judgment, maintain confidentiality when appropriate, and adapt to changing priorities in a dynamic environment.
• Ability to supervise, train, and provide direction to employees and student workers.
• Commitment to professional standards and to representing the College positively in institutional and external interactions.