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Associate Director, Campus and Community Store

Swarthmore College
Pennsylvania, United States
Salary Not Specified
Posted Date
May 23, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Financial Affairs, Auxiliary Services
Employment Type
Full Time
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Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods. Swarthmore College was recently ranked number 3 in the 2021 US News Best National Liberal Arts Colleges rankings -

Who We Are:

The Swarthmore Campus & Community Store is owned and operated by Swarthmore College for the benefit of the Swarthmore College Community. As part of the College, we are here to support the academic mission of the College and to enhance student life. The Store staff strives to provide quality products at competitive prices in a friendly environment.

The opportunity:

The Associate Director assists the Director with daily operation of the Store by processing information and paperwork for the Swarthmore Campus and Community Store (Store). Maintains successful operation of the text and trade book departments. Works with the Director to make managerial decisions necessary for a successful operation of the Store. Oversees the system management for the Point of Sale System including the overall implementation and use of the Store’s point of sale system, and supports use of E-Commerce system. Provides outstanding customer service offering sales, product, and reference assistance to customers. Runs cash registers and bank card processing machines as needed. Checks textbook delegated emails daily to ensure students' questions and issues are resolved. Assists with special events on or off premises, including use of mobile registers.

Accounts Payable
  • Manages the A/P invoice flow for the Store from incoming mail, inputting invoices into A/P, selecting invoices currently due for payment, and final filing of invoices.
  • Keeps track of debit memos, credit memos, invoice adjustments, etc.
  • Checks statements for accuracy and communicates with vendors to reconcile invoice problems.
  • Maintains and updates the vendor database.
  • Provides the business office with invoice payment information bi-weekly. Communicates with the business office to reconcile accounts payable and balance sheet differences and maintains line item details in budget (Banner).
Textbook Management
  • Provides complete service and coordination of all the textbook and instructional material ordering, processing, and distribution.
  • Verifies all text information received from faculty viaVerba Collect.
  • Processes faculty textbook orders (adoptions) in an economical, yet timely manner.
  • Receives texts into the software system as they arrive to ensure inventory and price accuracy. Notifies faculty members about textbook delays and out of stock or out of print titles, and works with the faculty member to adopt appropriate replacements.
  • Manages the layout of shelf tags, keeps text shelves orderly and updated with necessary information such as late book orders, price changes, rentals and digital availability, out of stock titles, etc.
  • Manages the textbook online presence and ensures terms are available for online ordering.
  • Controls back stock inventory of books, processes returns of unsold stock to publishers in a timely fashion, and tracks and applies the resulting credit to future invoices.
  • Oversees and manages the students textbook online ordering through the store website. Pulls textbook orders, approves pick lists, generates receipts and organizes the pick-up of online textbook pick-up. Runs backordered title report to see where reorders need to be made. Reconciles online payment processing errors. For the Textbook Affordability Program (TAP).
  • Responsible for creating new terms and uploading student account information each academic year. Oversees student account spending. Assists with any and all TAP issues. Provides end of the semester TAP usage reports to College administration.
Supervisory Responsibilities
  • Supervises Trade Book Buyer/ Sales Associate. Oversees management of the Trade Book section of the Store. Trains trade book buyer in MBS systems for ordering, receiving and returns of trade books as needed.
  • Reconciliation: Monitors Bookstore’s income statement and balance sheet accounts in Banner and reconciles with Bookstore records (monthly Excel reports)
  • Bookstore Accounts: Supervises and signs off on the following activities handled by Operations Manager: reconciliation of debit and credit accounts, deposits, monthly billing, end-of-year refunds to graduating account holders.
  • The Assistant Director works independently to manage text and trade departments. Full-time bookstore staff report to the Assistant Director in the Director’s absence.
Who you are:
  • Strong organization skills, strong oral and written communication skills, ability to handle multiple tasks and multiple priorities.
  • Ability to work under deadlines and prioritize workload, ability to work in a supportive and collaborative fashion.
  • Ability to work as a team member to build strong working relationships, must handle constant interruptions.
  • Ability to work a flexible schedule that varies and includes coverage of retail hours and stand for extended periods of time during “rush” periods, ability to lift/move heavy boxes.
What you bring:
  • Associate’s Degree required, Bachelor’s Degree preferred.
  • 2-4 years of experience in collegiate retail strongly preferred.
  • Experience with MBS or other textbook management databases is strongly preferred.
  • The Associate Director is expected to work at least one evening a week and at least one weekend a month.
What You Will Get:

You’ll work at one of the world's most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a hybrid work environment. And you’ll join a team of passionate, creative, and supportive people who work hard and have fun at the Swarthmore College Campus Community store. If you are excited about this role, we want to hear from you!

For full consideration, submit applications including resume and cover letter with pay expectations by June 13, 2022.

Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and minorities are encouraged to apply.

Advertised: May 23 2022 Eastern Daylight Time
Applications close:

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