Office Manager

Position Information

Position Title
Office Manager

Classification Title
Hourly Part Time (.1-.49 FTE)

Benefits Eligibility

Benefits Eligibility

Department
Hope Geneva Bookstore

Job Description

Position Summary: The Bookstore Office manager is in charge of the timely management of cash drawer reconciliation, daily deposits, safe fund management, Banner transfers, credit card reconciliations and budget maintenance. The Office manager will also screen phone calls to the store, process international ID’s, maintain student account balances and monitor and execute the monthly transfers to Print/Mail and other departments on campus. In addition, this person coordinates the processing of invoices, credit memos and statements with Business Services so that vendors are paid in a timely manner. The office manager maintains sales records of various promotions and coupon usage while recording sales history for various sales campaigns. This person also organizes and gathers financial records, analyze data and reports on industry data trends. In addition, this person maintains time sensitive records, arranging for retention, protection and disposal of important financial documents.

Essential Job Functions for the Bookstore Office Manager include, but are not limited to, the following:

Planning- Overall Strategy and Growth

• Executes the store strategy as developed by the Store Director and Retail Sales Manager.
• Makes sure invoices are paid on time, taking advantage of any discounts that may be available.
• Participates in the bookstore management meetings to review and help set store procedures, discuss sales goals and industry trends.
• Assists back office team with paperwork flow, making sure AR and AP are managed each month, thus allowing for accurate information in the closing and opening of each sales month.
• Maintains spreadsheets for payroll, sales campaign and coupon usage and suggests edits and improvements where needed.
• Monitors bookstore budget, records special projects within the scope of the bookstore.
• Maintains day to day back office operations in an efficient and well organized manner, with a focus on time management while supporting the back office team.
• Organizes and reviews internal process of the bookstore and alerts issues to store director when needed.
• Stays informed of industry trends by researching and reading periodicals, blogs, and exploring educational opportunities when available.

Driving- Bookstore record keeping, monitors budgets and student accounts

• Manages the daily sales and account charges from students, department, faculty and staff. Notifies Store Director and Business Services with any errors or anomalies, if necessary.
• Ensures the security of bookstore cash fund, and that of confidential and sensitive customer and bookstore information.
• Responsible for the organization and security of bookstore record filing system and storage of sensitive data.

Executing- Implements and supports bookstore policy, office administration, and customer inquiries.

• Will assist Store Director in implementing office policies, setting up procedures and guidelines to assist team members in the operations of the bookstore.
• Review and approve all external, non-inventory purchases via Certify software. Identify and monitor budget expenditures.
• Receives incoming calls and bookstore emails while working to resolve customer service questions or complaints.
• Manages time wisely to meet vendor payment deadlines and weekly/monthly reporting duties.
• Assists in the education of all team members on store procedures. Ability to step in and assist all team members when needed.

Follow up- Continuous Improvement

• Open and close store as scheduled. Responsible for general maintenance of sales floor, including customer service, stocking, and driving overall store sales.
• Development of student staff. Encourage, teach and support the student workers and supervisors while modeling and promoting stellar customer service.
• Drive continuous improvement of all processes related to budget managment and store operations
• Additional functions not specifically outlined in this position description as needed for the business and directed by their leader.

Qualifications

• Basic accounting knowledge beneficial
• Experience and knowledge of graphic design and design programs beneficial
• Detail oriented, creative and is willing to learn new tasks
• Flexible schedule with the ability to work some weekends and full time during book rush and book buyback (4 per Academic Year)
• Experience in Microsoft Word and Excel
• Comfortable with use of Google suite. Calendar, Sheets, Docs, Slides.

Physical Demands

This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre-employment Screenings

All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.

Posting Detail Information

Posting Number
2023-275SR

Job Posting Open Date
02/28/2025

Job Posting Close Date

Open Until Filled
Yes

Is this position available for sponsorship
No

Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter
3. References