Program Coodinator - Course Materials (Falcon Advantage)

SPU Seattle Pacific University; United States; On-site; USD 68,880,000 - 75,768,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

HSA/HRA contributions

Retirement contribution (7% to plan)

Job summary

Seattle Pacific University is seeking a detail-oriented Program Coordinator - Course Materials (Falcon Advantage) to manage logistics, procurement, and billing for course materials. You will serve as the primary contact for faculty, students, and publishers, ensuring timely availability and accurate inventory.

The role requires strong communication, organizational skills, and the ability to coordinate with multiple campus partners in a fast-paced academic environment on an on-campus basis in

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience in inventory management, customer service, operations, retail, or related field.
• Demonstrated experience with customer service and inventory management
• Excellent written and verbal communication skills
• Exceptional organization, attention to detail, and time-management skills
• Ability to manage multiple deadlines and priorities in a fast-paced environment
• Strong problem-solving skills and the ability to follow issues through to resolution
• Ability to build productive working relationships with faculty, students, vendors, and campus partners
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook
• Comfort learning and using adoption portals, inventory systems, and other business applications

Responsibilities

• Coordinate the end-to-end logistics of the Falcon Advantage course materials program
• Communicate quarterly course material adoption deadlines and reminders to faculty
• Support late adoptions, changes, and other time-sensitive course material needs
• Coordinate physical and digital course material delivery to help ensure students have access by the first day of class
• Manage returns, uncollected materials, and refund processes with vendors
• Coordinate purchasing of physical course materials with publishers and vendors
• Monitor ordering timelines, shipment status, and inventory needs
• Maintain accurate records of physical course materials and related inventory
• Build and maintain effective working relationships with publishers, distributors, and other external partners
• Resolve order, delivery, billing, and inventory issues in a timely and service-oriented manner
• Serve as a primary resource for faculty and students regarding Falcon Advantage processes and deadlines
• Meet with new faculty to provide orientation and training on course material adoptions
• Consult with faculty regarding course material options and adoption processes
• Respond to student, faculty, and vendor questions by phone, email, and in person
• Send quarterly student communications regarding program deadlines, access, billing, and opt-out processes
• Process invoices for course materials and help monitor annual program expenses and revenue
• Establish and maintain student billing parameters for Falcon Advantage charges
• Coordinate refunds and billing adjustments as needed
• Maintain accurate program records and support reporting and reconciliation processes
• Identify opportunities to improve program efficiency, communication, and service delivery
• Assist with SPU Store operations during slower Falcon Advantage periods and high-volume events
• Provide support during major university events such as Orientation and Commencement
• Participate in regular meetings with the Falcon Advantage/SPU Store Manager and Office of Business & Finance
• Participate in departmental activities, professional development, goal setting, university service as appropriate

Skills

Customer service

Organization

Communication

Time management

Microsoft Office

Problem solving

Relationship building

Education

Bachelor’s degree or equivalent

Tools

Adoption portals

Inventory systems

Publishers portals

Job description

Job Description: Who We Are

Seattle Pacific University is a Christian university fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. What We Need Seattle Pacific University is seeking a highly organized and service-focused Program Coordinator - Course Materials (Falcon Advantage) to oversee the day-to-day administration and logistics of the university’s course materials program. Falcon Advantage supports students and faculty by helping ensure required course materials are available accurately, affordably, and on time. Through strong coordination with faculty, publishers, vendors, and campus partners, the program helps create a smoother academic experience and supports student readiness from the first day of class. This position serves as the primary point of contact for faculty, students, campus departments, and publishing partners. The Program Coordinator manages course material adoptions, procurement, inventory coordination, student communications, billing processes, vendor relationships, and program reporting to help ensure required materials are delivered accurately and on time. The Program Coordinator supports Seattle Pacific University’s mission by contributing to a Christ centered learning and working community committed to academic excellence, service, and engagement with the world. In this role, the employee brings their skills, gifts, and professional expertise to work that matters—serving students, colleagues, and the broader University community in ways that reflect SPU’s values and purpose. To that end, all University employees are required to be aligned with and supportive of SPU's Statement of Faith and its derivative policies and lifestyle expectations. The ideal candidate is detail-oriented, dependable, and comfortable managing multiple deadlines in a fast-paced academic environment. This role requires strong communication, problem-solving, follow-through, and the ability to develop efficient processes that improve the experience for students, faculty, and university partners. This is an on-campus position based at Seattle Pacific University in Seattle, WA.

What You’ll Do

Course Materials & Program Coordination

• Coordinate the end-to-end logistics of the Falcon Advantage course materials program
• Communicate quarterly course material adoption deadlines and reminders to faculty
• Support late adoptions, changes, and other time-sensitive course material needs
• Coordinate physical and digital course material delivery to help ensure students have access by the first day of class
• Manage returns, uncollected materials, and refund processes with vendors

Procurement, Inventory & Vendor Management

• Coordinate purchasing of physical course materials with publishers and vendors
• Monitor ordering timelines, shipment status, and inventory needs
• Maintain accurate records of physical course materials and related inventory
• Build and maintain effective working relationships with publishers, distributors, and other external partners
• Resolve order, delivery, billing, and inventory issues in a timely and service-oriented manner

Faculty & Student Support

• Serve as a primary resource for faculty and students regarding Falcon Advantage processes and deadlines
• Meet with new faculty to provide orientation and training on course material adoptions
• Consult with faculty regarding course material options and adoption processes
• Respond to student, faculty, and vendor questions by phone, email, and in person
• Send quarterly student communications regarding program deadlines, access, billing, and opt-out processes

Billing, Budget & Program Operations

• Process invoices for course materials and help monitor annual program expenses and revenue
• Establish and maintain student billing parameters for Falcon Advantage charges
• Coordinate refunds and billing adjustments as needed
• Maintain accurate program records and support reporting and reconciliation processes
• Identify opportunities to improve program efficiency, communication, and service delivery

SPU Store & University Support

• Assist with SPU Store operations during slower Falcon Advantage periods and high-volume events
• Provide support during major university events such as Orientation and Commencement
• Participate in regular meetings with the Falcon Advantage/SPU Store Manager and Office of Business & Finance
• Participate in departmental activities, professional development, goal setting, university service as appropriate

What You Bring

• Bachelor’s degree or equivalent combination of education and relevant professional experience in inventory management, customer service, operations, retail, or related field.
• Demonstrated experience with customer service and inventory management
• Excellent written and verbal communication skills
• Exceptional organization, attention to detail, and time-management skills
• Ability to manage multiple deadlines and priorities in a fast-paced environment
• Strong problem-solving skills and the ability to follow issues through to resolution
• Ability to build productive working relationships with faculty, students, vendors, and campus partners
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook
• Comfort learning and using adoption portals, inventory systems, and other business applications

Mission Alignment

A personal commitment to Christian faith; enthusiasm for supporting SPU’s mission; alignment with the University’s Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community.

Preferred Qualifications

• Experience working in higher education, a college or university bookstore, publishing, retail operations, or course materials
• Experience coordinating textbooks, digital course materials, equitable-access programs, open educational resources, or other academic course materials
• Experience with purchasing, vendor management, inventory, order fulfillment, or program logistics

Compensation & Position Details

• Hourly Rate: $24.04-26.44 per hour, depending on experience
• Status: Full-time, non-exempt, this position may require occasional weekend work during major university events, including Orientation and Commencement.
• Department: Office of Business & Finance
• Location: Seattle Pacific University, Seattle, WA (on-campus position)

Benefits

• SPU pays employee premiums for medical, dental, and vision insurance
• provides HSA/HRA contributions
• contributes 7% to a retirement account with immediate vesting (as eligible)
• offers a tuition discount program for employees and qualified dependents

About Seattle Pacific University

Founded in 1891, Seattle Pacific University has a long and distinguished history in Christian higher education. Located just minutes from downtown Seattle, SPU seeks to be a premier Christian University fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. Seattle Pacific University seeks applicants committed to its Christian mission. As part of our mission of cultural engagement, SPU is committed to building an excellent staff and faculty that reflects a broad range of talents, experiences and perspectives. Valuing the full array of God's created humanity is an ethos that is inseparable from our Christian faith. At SPU, we recognize this full human array as a basic feature of God's creation and a core theme of the gospel. At the heart of our mission-centered commitment is a desire to represent the breadth of God's kingdom more fully. We strive to become a workplace to recruit, develop, and retain faculty and staff who can embrace, value, and engage differences with humility and care. We invite you to join us on our journey by starting a career at SPU! Seattle Pacific University provides reasonable accommodation to applicants. If you need a reasonable accommodation for any portion of the application or hiring process please contact the Human Resources Department at [phone], or email [e-mail]. Notification must be given at least five (5) working days before the accommodation is needed. This small volume, SPU: Who We Are, gathers key documents that articulate the identity and guiding principles of Seattle Pacific - our statement of faith, our enduring commitments, and our expectations for life together in a diverse, academic community. These statements are more than policies; they form the shared framework within which we pursue our mission as educators, scholars, staff, and colleagues. SPU is committed to helping all members of the SPU community provide for their own safety and security. Each year, in compliance with federal law, SPU publishes an Annual Security and Fire Safety Report. This compliance document is available on the SPU website. A print version of the Annual Security and Fire Safety Report is available at the Office of Safety and Security at 601 West Emerson Street, Seattle, WA 98119, or you can request that a copy be mailed to you by calling 206-281-2922. SPU’s report contains information regarding campus security and personal safety including topics such as crime prevention, fire safety, crime reporting policies, disciplinary procedures, and other matters of importance related to security and safety on campus. The report also contains information about reported crimes for the three previous calendar years that occurred on campus; in certain off-campus buildings or property owned or controlled by SPU; and on public property within or immediately adjacent to and accessible from, the campus In addition, the report contains information about fires occurring in on-campus student housing facilities during the three preceding calendar years. This information is required by law and is provided by the Seattle Pacific University Office of Safety and Security.