Position Overview

The University of Calgary Bookstore under Ancillary Services is currently seeking a Full-time Regular Book Team Coordinator.

The University of Calgary Bookstore provides course materials, general and reference books, clothing and other items to the University Community. The Book Team works with faculty and instructors to ensure that the correct course materials are here and available to students at the appropriate time and for the lowest price possible, and ensures that our general and reference books meet the needs of our community.

This position reports to the Book Team Supervisor, and will work with the team to ensure the smooth operation of course material and trade sections. This includes working closely with departments and faculties to ensure the correct materials have been selected, are available, and correctly added to the system following the Bookstore's procedures. Coordinators will also work to administer the Bookstore's book related programs and provide excellent customer service to all of the Bookstore's customers.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

General Book Team Coordinator Duties:

• Work to ensure the success of the Book Team through effective communication, teamwork, and problem identification and solving, and decision making to meet the Bookstore’s goals and objectives.
• Apply problem solving approaches to a variety of customer, faculty and staff needs.
• Maintain multiple projects and tasks with a variety of deadlines and priorities while staying organized to ensure that nothing is missed.
• Understand and follow bookstore policies and procedures.
• Work with the other members of the Book Team to ensure all tasks and programs have adequate backup and provide coverage to other Book Team roles when necessary.
• Manage time and other support duties.
• During peak periods, work with other team members to prioritize and ensure all time-sensitive tasks are completed.

Book Team Specialty Areas:
The book team manages a wide variety of Bookstore programs and services that all have different timelines and work loads. Coordinators will be assigned specialties based on team needs, individual strengths, and capacity. Each specialty program is run based on established Bookstore procedures:

• Textbook and course material research: Research course material adoptions to ensure that the correct materials are added to each course.
• Order decisions: Ensure that the correct materials are ordered in sufficient quantities for each class.
• Open PO follow up: Track orders that have not arrived at the Bookstore to proactively identify and resolve problems with late or missing orders.
• Digital materials: Manage all digital items in Campus eBookstore and WinPrism. Ensure that students are able to purchase their digital media.
• Rental book program: Work with rental program partners to obtain a list of possible rental books. Determine which books to rent based on rebate offers. Prepare rentals for each semester.
• Returns: Manage returns to vendors. Ensure that books meet vendors¿ return policies, are organized and managed properly in store to meet strict publisher requirements and deadlines.
• Used book buyback: Responsible for maintaining the buyback bins, reconciling incoming and outgoing buyback items.
• Used book wantlist: Autogenerate and send used book wantlists to wholesalers. Verify pricing of all incoming used books.
• Dead book management: In conjunction with the returns process, work to minimize dead books. For books that are non-returnable to publishers, process books as per Bookstore procedures.
• Specialty department management: Work with high needs and specialty departments to ensure course materials are processed according to their program needs.
• Trade books: Buy and manage trade books for our general reading and reference section. Follow sales trends, keep up to date with publishers, and bring in books suitable for our customers and community memebers.
• Special Orders: Work with customers looking for specific books. Determine whether we can order the books, purchase, and process the special order as per Bookstore procedures.
• Events: Take event requests. Work with departments to determine needs, and other operational information. Order books for events, prepare and attend or organize the staffing of events.
• Instructor support: Provide front line instructor support answering emails and phone calls. Refer more complicated requests on to the appropriate resource.
• Student support: Provide front line customer support answering emails and phone calls. Refer more complicated requests on to the appropriate resource.
• Information desk: Respond to inquiries at the Information Desk. Maintain the textbook and trade areas on the floor. Provide organization and oversite to part-time staff members to ensure the tasks assigned at the information desk are done correctly and on time.

Qualifications / Requirements:

• A minimum of a Grade 12 diploma, but a post-secondary degree is an asset.
• A wide range of experience in higher education environments and a demonstrated ability to provide quality customer service is necessary.
• Several years of retail experience are required. Experience in the book industry is an asset.
• Ability to work collaboratively and interact respectfully with a variety of internal and external contacts.
• Strong computer skills are required with experience in Excel, Word, and Outlook. Previous database experience is preferred.
• Ability to manage multiple important tasks in an environment with rapidly shifting priorities.
• Strong analytical skills to make sound decisions.
• Must be a team player with outstanding organization and communication skills and the ability to process and synthesize large amounts of information while paying close attention to the details.

Application Deadline: May 2, 2023

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada's leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation's most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada's top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.