Textbooks Administrative Assistant Manager

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

Job summary

Associated Students UCLA in Los Angeles, CA seeks a Textbook Assistant Manager to oversee administrative operations for the textbook department. You will process requisitions, manage used-book sourcing and purchase orders, and ensure accurate records.

Responsibilities include coordinating with publishers on orders, auditing procedures, and assisting with Inclusive Access adoptions. You will hire and train staff, scheduling shifts including some evenings/weekends, and provide staff counseling as

Qualifications

• 4+ years related administrative experience with supervision.
• Experience in a college bookstore environment preferred.
• Strong prioritization and timeliness.
• Excellent attention to detail and accuracy.

Responsibilities

• Oversee administrative activities supporting department operations.
• Process textbook requisitions and purchase orders, plus related invoicing and records.
• Coordinate with publishers for purchase orders and issue resolution.
• Develop and monitor department systems and procedures.
• Assist with Inclusive Access (digital) adoptions and outreach with faculty and departments.
• Hire, schedule, train, and counsel staff; manage staff performance.
• Hours include some evenings/weekends and overtime during peak periods.

Skills

Supervision

Multitasking

Attention to detail

Communication

Education

Two years of college coursework

Tools

Retail book systems

Word processing

Spreadsheets

Job description

Location: Los Angeles, CA

Job Id:728

# of Openings:1

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 programmes 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.

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.

Directly and indirectly supervises part-time/student staff.

Physical Requirements:

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