Textbooks Administrative Assistant Manager

Associated Students UCLA; Los Angeles (CA); On-site; USD 48,000 - 55,000; Full time

Job summary

Associated Students UCLA seeks a Textbooks Administrative Assistant Manager to oversee textbook requisitions, sourcing, and order processing for the New Text department. The role includes supervising staff and coordinating with publishers on invoicing and delivery, ensuring timely, accurate operations.

The position requires 4+ years of related administrative experience with supervision, strong organizational skills, and 50+ WPM typing plus proficiency in word processing and retail book systems.

Qualifications

• 4+ years related administrative experience that includes supervision.
• 2 years of college coursework required, or the equivalent combination of education and experience.

Responsibilities

• Manage administrative activities that support department operations including processing and input of textbook requisitions, used book sourcing and purchase orders; maintenance of related paperwork and records.
• Coordinates with publishers in tracing purchase orders and resolving order related invoicing and receiving issues.
• Develops and monitors department systems and procedures.
• Aides the Assistant Manager in the acquisition and processing of Inclusive Access (digital) adoptions with faculty, campus departments and publishers.
• Hires, schedules, trains, evaluates and counsels staff in all activities.

Skills

Administrative experience

Staff supervision

Time management

Communication

Education

College coursework (2 yrs)

Tools

Retail book systems

Word processing/spreadsheets

Job description

Associated Students UCLA, as a responsive student-centered organization, provides innovative and excellent services, programs, products, and facilities for the entire UCLA community. ASUCLA was created when the campus first opened in 1919. Even in the very early years, ASUCLA meant student government, student publications, and student services such as a bookstore and cafeteria. Today, ASUCLA has evolved into a four-part organization. These four entities collectively make up the largest student association in the country. The four entities are:

• Undergraduate Students Association – elected representatives of the undergraduate student body.
• Graduate Students Association – elected representatives of the graduate student body.
• Student Media – this includes the Daily Bruin, UCLARadio.com, the Bruin Life Yearbook, and seven different magazines.
• Services & Enterprises – this division is designed to meet the everyday needs of students and the campus community. Major divisions are the Student Union, Event Services, UCLA Restaurants, UCLA Store, UCLA Photography, and Trademarks & Licensing.

Goals of Associated Students UCLA:

Products - To provide essential and convenient items that are easily accessible, of high quality, and low cost, including, but not limited to, academic support, food, trademark merchandise, and convenience products. In addition, to continue evaluating the utility and convenience of all products to make improvements that will best serve the UCLA community.

Facilities - To provide a welcoming environment that contains as much space as possible for the optimal functioning of general academic support, student governments, student organizations, and social gatherings. To have state-of-the-art venues for programming and efficient, aesthetic, and multi-functional commercial outlets.

Programs - To provide and support a diversified array of programming by prioritizing student-run, student-initiated, student-centered programming that reflects the needs of the campus community in order to enhance educational, cultural, and developmental social interaction.

Services - To provide an outstanding level of support to student government, student groups, and student programs through the state-of-the-art office and community spaces, and by providing adequate financial resources and personnel to ensure an active and vibrant campus life.

Textbooks Administrative Assistant Manager

Salary Range: $47,500- $55,000

Department: New Text

Summary of Key Responsibilities

Under direction of the Textbook Assistant Manager, manages administrative activities that support department operations including: processing and input of textbook requisitions, used book sourcing and purchase orders; maintenance of related paperwork and records. Coordinates with publishers in tracing purchase orders and resolving order related invoicing and receiving issues. Develops and monitors department systems and procedures. Ensures timeliness and accuracy of all activities through regular audits. Actively aides the Assistant Manager in the acquisition and processing of Inclusive Access (digital) adoptions including direct outreach and coordination with faculty, campus departments and publishers. Hires, schedules, trains, evaluates and counsels staff in all activities. Hours include some evenings/weekends, and overtime during peak periods.

Qualifications

Requires 4+ years related administrative experience that includes supervision, preferably in a college book store environment. Experience must demonstrate: effective handling of multiple priorities and timelines; effective interface with diverse individuals/groups; attention to detail and accuracy in performing work. Clerical skills requirements are: corrected keyboard skills of 50+ WPM; PC word processing/spreadsheet and retail book systems proficiency. 2 years of college coursework required, or the equivalent combination of education and experience.

Supervises

Directly and indirectly supervises part-time/student staff.

Physical Requirements

Frequent walking, sitting, standing, bending, stooping, reaching; occasional lifting up to 50 lbs.

Background Verification

Fingerprinting Background Verification required.