Assistant Manager of The Sword and Trowel Bookstore and Tomlinson Cafe

Report to Manager – The Sword and Trowel Bookstore and Tomlinson Cafe

Department The Sword and Trowel Bookstore/Tomlinson Cafe - Auxiliary Services - Administration

FLSA Status Full Time Salary Non-Exempt

JOB PURPOSE

The Assistant Manager of The Sword and Trowel Bookstore and Tomlinson Cafe is responsible for the efficient daily operations of Tomlinson Cafe, ensuring exceptional customer service, quality beverage and food preparation, and a positive and productive work environment. This role supports the Manager of The Sword and Trowel Bookstore and Tomlinson Café in the overall operation of both businesses, particularly by taking ownership of the Cafe's day-to-day functions, contributing to financial performance, and providing leadership to the Cafe team. The Assistant Manager will develop operational expertise in both the Cafe and Bookstore (departments), preparing them for future managerial responsibilities and providing essential support to the Manager.

ESSENTIAL FUNCTIONS

Cafe Operations Management (Day-to-Day Focus)

• Manage the daily operations of Tomlinson Cafe, including opening and closing procedures, staff scheduling, staff oversight, workflow management, and ensuring smooth and efficient service.
• Oversee all operations related to beverage and food preparation, quality control, presentation, adherence to recipes, and quality standards.
• Manage inventory and supplies, ensuring adequate stock levels of ingredients, beverages, consumables, and equipment, placing orders as needed or delegating and overseeing ordering by Baristas or Sales Associates.
• Maintain the cleanliness, organization, and appearance, ensure counters, equipment, seating areas, and storage are clean and well-maintained, meeting health and safety standards.
• Provide exceptional customer service, directly engage with customers, resolve issues, and model excellent service standards for Barista team.
• Operate the Point-of-Sale (POS) system for transactions, process orders accurately, handle cash and payments, and generate daily sales reports.
• Process Cafe-related invoices, ensure accuracy, code expenses appropriately, and submit them to the Manager for timely approval and further processing.
• Develop and maintain positive relationships with vendors, including coffee roasters, food suppliers, and equipment maintenance providers, under the guidance of the Manager.

Team Leadership & Staff Development

• Provide day-to-day supervision and leadership to the Barista team, including the Lead Barista (if applicable), fostering a positive, collaborative, and customer-focused work environment.
• Train and onboard new Barista staff, ensuring they are proficient in beverage preparation, customer service standards, POS system usage, and procedures.
• Monitor Barista performance, provide ongoing coaching, feedback, and performance management, address any performance issues promptly and constructively.
• Develop Barista skills and encourage professional growth, delegate tasks to build capabilities and prepare team members for increased responsibilities, such as inventory management or training new hires.
• Create and manage staff schedules, ensure adequate coverage during all operating hours, optimize labor costs, and accommodate staff availability as effectively as possible.
• Communicate regularly with the Barista team, hold brief pre-shift meetings, disseminate important information, and foster open communication and teamwork.

Bookstore Support & Cross-Training

• Provide operational support to the bookstore as needed, particularly during peak periods, staff absences, or special events, assist with tasks such as customer service, stocking shelves, or processing transactions.
• Crosstrain in operations, learning key processes such as inventory management, receiving shipments, processing returns, and using the POS system, to provide effective coverage and support.
• Collaborate with the Manager and Sales Associates on joint initiatives or events involving both departments, such as book signings, promotions, or themed events.
• Assume responsibility for both department operations in the absence of the Manager, ensuring continuity of business operations and effective decision-making in the Manager's stead. (Note: primary coverage for Manager absence, but Manager also covers for Assistant Manager absence).

eCommerce & Marketing Support (Cafe & General)

• Maintain the Cafe's product listings on the eCommerce platform, ensuring accuracy of menu items, pricing, descriptions, and images, and update as needed for menu changes or promotions.
• Potentially assist in creating content for Cafe-specific marketing initiatives, under the direction of the Manager, for social media, email campaigns, or online promotions.
• Monitor online orders for the Cafe (if applicable) and ensure timely and accurate fulfillment, coordinate with Barista team for order preparation and customer pick-up.
• Contribute to general marketing efforts for both the Bookstore and Cafe, provide input and support for marketing campaigns and promotional activities as directed by the Manager.

Financial & Administrative Responsibilities (Cafe Focus)

• Operate within the budget set by the Manager, demonstrating fiscal responsibility and awareness of financial performance.
• Monitor sales and expenses, tracking key performance indicators (KPIs), and provide regular updates to the Manager on financial performance and budget variances.
• Provide input to the Manager during the budget planning process, identify needs and contribute to the development of a realistic and effective budget.
• Maintain accurate records of operations, including sales data, inventory levels, staff schedules, customer feedback, and incident reports, ensuring data integrity and reporting accuracy.
• Ensure compliance with all relevant health and safety regulations, food handling guidelines, and organizational policies and procedures.

Overlap & Collaboration

• Collaborate with the Manager on cross-promotional activities between both departments, implementing joint marketing campaigns and initiatives.
• Work alongside the Manager on special projects or initiatives that benefit both departments, contribute to shared business goals, and foster teamwork.
• Maintain open communication with the Manager, provide regular updates on Cafe operations, challenges, and successes, and seek guidance and support as needed.

QUALIFICATIONS / REQUIREMENTS

Include, but not limited to:

• Christian with high integrity, actively pursuing a relationship with God.
• High School Education or GED.
• Customer service skills including friendliness, patience, competence, etc.
• Strong interpersonal, organizational, and communication skills, both orally and in writing.
• Skill in the use of Cloud-based platforms, Microsoft Office Suite, and Google Suite.
• Knowledge of and experience with specialty coffees is strongly preferred.
• Able to multi-task, analyze workload, and prioritize as needed for the department's benefit.
• Must possess a strong attention to detail and multi-task.
• Able to take the initiative to complete the position's duties without direct supervision.
• Able to learn and use new skills and information to improve job performance/efficiency.
• Must be able to work independently, as well as a part of a team.
• Excellent communication skills, both written and verbal.
• Must possess a positive attitude.
• Must be able to show a desire and willingness to learn.
• Must possess a valid driver’s license and maintain an insurable driving record.
• A food handler’s permit is required or must be obtained within 30 days of date of hire. Midwestern will provide $25 toward costs of permit.
• Must be able to pass a background screening, including driving record.
• Eligible to work in the United States.

BENEFIT PACKAGE

Full-Time employees are offered a comprehensive benefit package including:

• Medical
• Dental
• Vision
• Telehealth
• Health Savings Account
• Flexible Spending Accounts for Medical and Dependent Care
• Employer Paid Life & AD/D for the employee as well as dependents
• Voluntary Life & AD/D
• Employer Paid Long Term Disability
• Voluntary Short-Term Disability
• Voluntary Supplemental Benefits
• 403(b) Retirement
• Paid Sick Leave and PTO
• MBTS / Spurgeon College Tuition Reimbursement for employee and dependents
• Access to on-campus cafeteria and coffee shop
• Access to on-campus gymnasium, exercise facilities, etc.

WORKING CONDITIONS

• Monday through Friday, 7 am to 6 pm
• Primarily in climate-controlled retail facility
• Some evening/weekend work may be required during conferences and/or special events.
• Some travel, including overnight stays in support of off-campus events may be required
• Often required to spend several hours a day actively working on the sales floor for both departments.

PHYSICAL REQUIREMENTS

• Frequently required to sit or stand for periods of time at a desk or computer station
• Occasionally required to stand, walk, and reach with hands and arms.
• Able to lift and/or move up to 50 pounds.
• Able to climb ladders, bend, stoop, kneel, crouch, or crawl.

DIRECT REPORTS

• Tomlinson Cafe Baristas
• Sword and Trowel Bookstore Sales Associates
• Federal Work Study student employees

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties or skills required for the position.

Midwestern Baptist Theological Seminary is an Equal Opportunity Employer

Midwestern Baptist Theological Seminary will reasonably accommodate qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the institution. Contact human resources (HR) with any questions or requests for accommodation.