Location: Montreat College Campus (Montreat, NC)
Application Deadline: Until Filled
Start Date: May 15th or as soon as possible.
The Bookstore/Document Center Manager position duties include all managerial functions involved in the operation of the Bookstore, Online Store, and the Document Center including Print Shop, Printer/Copier management, and Mailroom.
Duties and Responsibilities include, but are not limited to:
- Manage Bookstore opening and closing responsibilities. Assure proper coverage of the two operations with student staff.
- Provide Bookstore cash register and safe fund management and reconciliation responsibility. Oversee daily Bookstore register closing process including timely daily reconciliation reports, along with monthly revenue/sales tax reports.
- Maintain the physical appearance of the retail space in the Bookstore to assure overall cleanliness, organization, and effective display of merchandise is maximized on a daily basis.
- Oversee the traditional student program (SAS) curriculum course material needs by providing for resale of instructor requested course materials through at the Montreat Campus Bookstore. Solicit Faculty course material requisitions, research availability and current editions, consult with Faculty/Departments on maximum value and affordability for students, provide textbook buyback services for students during finals week of each semester, order optimal quantities of course materials through maintaining and updating each semester sell-through performance, return eligible course materials to vendors in a timely manner, manage publisher/vendor accounts and pay net of invoices and credits, display textbooks for each semester in an organized manner with convenient shelf tags for easy navigation by students, and provide alternate purchase options including used books, rental, and digital formats for maximum affordability and convenience.
- Provide ample planning and preparation for start of semester rush periods to assure operations are ready for processing a large volume of customers and provide excellent customer service with properly trained student staff.
- Oversee arrangements for the Adult and Graduate Study Program (AGS) curriculum course material needs through a contracted vendor (such as MBS Direct) to effectively communicate and distribute the materials. Monitor the effectiveness of the third party performance and provide feedback to Montreat College Administration regarding trends in commission production and customer services ratings.
- Manage Bookstore inventory through proper receiving of merchandise, pricing, returns, invoices and credit memo approvals, along with a year-end physical inventory. Maintain proper register procedures to assure accurate inventory and retail price adjustments.
- Facilitate effective online-store provision of merchandise through management of the ECWID (web page back-office system) dashboard. Add and remove merchandise items, or sizes, to match actual physical inventory availability. Assure high standard of customer service performance with timely processing of sales orders, and preparation of shipments to achieve optimum delivery standards. Prepare a monthly report of sales and sales tax collected (report non-tax out-of-state delivered orders).
- Provide marketing and communication functions to maximize Bookstore merchandise sales in the retail space, online store, special events, and through vendor affiliate web-site programs.
- Approve Student employee time sheets and online ADP time submissions. Coordinate proper updates to student employee paperwork and updates with the Payroll Coordinator, and Financial Aid Office.
- Recruit, train, manage, schedule and motivate student employees to achieve effective service delivery in both the retail and document center operations.
- Facilitate effective marketing and sales promotion activities to maximize traffic to the brick and mortar Bookstore, online store, and special satellite/remote sale events, such as; Homecoming, Black Mountain Campus events, athletic events at the gym, or Grad Fair events at various AGS campuses.
- Provide an effective merchandise mix that appeals to students, staff, and visitors. Stay current with industry trends through review of retailing and collegiate bookstore industry publications and attending conferences and trade shows. Maintain optimal inventory levels that are high enough to satisfy demand and avoid stock outs, but low enough to avoid high risk status with saturation and obsolescence. Maintain a feedback program that provides a method of measurement in customer satisfaction along with customer needs for products and services that are not currently being offered.
- Coordinate with the Registrar Office, Graduation merchandise vendor, and other departments to facilitate the provision, sales, and marketing of Graduation Regalia and related merchandise items for Graduate candidates for the December and May Graduation Ceremonies.
- Manage and record purchases, prepare payment to vendors, and monitor vendor accounts to assure optimal financial performance from retail operations. Record and assure proper end of year inventories reconcile against purchases, returns, and sales.
- Maintain accurate records of sales, purchases, and returns for the Bookstore and Document Center operations. Review with Business Office staff to assure accuracy and reconciled accounts.
- Monitor vending machine processes and assure that all machines are working properly. Record and submit vending commission checks to the Business Office for deposit. Process refunds for malfunctioning vending machines for customers, and maintain the vending machine cash fund on a monthly basis.
DOCUMENT CENTER DUTIES:
Manage overall functions and activities of the Document Center including, the mailroom operations, incoming and outgoing deliveries for Montreat College, and printing services:
- Facilitate daily retrieval and delivery of mail to the U.S. Post Office in Montreat.
- Manage incoming mail, forward personal mail for previous students and staff that no longer attend or work for the College. Update forwarding addresses in the Mail Machine system.
- Process outgoing mail for USPS, UPS, FEDEX. Assure all mailing regulations and procedures are followed to avoid delays in the envelope and package deliveries.
- Monitor mail machine postage and load additional postage dollars when needed. Report the postage expenditures to the Business office in a timely manner.
- Assign and manage mailboxes to students, faculty and staff and update when changes are required. Maintain database and report changes to various offices and the Montreat Post Office.
- Collect Copier/printer usage rates for all Departments and create end of month reports with cost allocations.
- Manage the Copier Code database for all Departments. Edit when changes are required and update all machines after changes are made.
- Provide assistance to students, Faculty, and staff with print jobs requests, and facilitate proper charging of the correct copy code.
- Manage the lease agreement with Copier/printer vendor. Provide maintenance and correspondence with the copier/printer vendor when supplies and/or service are required.
- Provide assistance to Departments and staff with Office Supply procurement.
- Manage departmental chargeback processing for Document Center and Bookstore products and services. Report total charges by department during the end of month reporting cycle.
Education and Experience:
Bachelor’s Degree Required
2 years of management experience preferred
Sales or retail background/accounting experience a plus
Send cover letter, resume, statement of faith, and three letters of reference to:
VP for Finance & Administration/CFO
P.O. Box 1267
Montreat, NC 28757
Or by email to: firstname.lastname@example.org
About Montreat College:
Montreat College is a Christian liberal arts college accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to offer masters, bachelors, and associates degrees. The main campus is located in the Blue Ridge Mountains fifteen miles east of Asheville, North Carolina, a region recognized as one of the most attractive living environments in the United States. Satellite campuses in Asheville, Charlotte, and other sites supplement the main campus. The College is committed to Christ-centered teaching and learning, and is a member of the Council for Christian Colleges & Universities.