Campus Store Coordinator Specialist

Job Description

Under limited supervision coordinates a campus store in functional areas as budgeting, bookkeeping, inventory control, purchasing of items for the campus stores, display, office procedures, and provide lead work to campus store employees; performs related work as required. Collection and deposit of college moneys and data entry under the student information system. Provide day-to-day lead work direction to campus store employees.

Responsibilities

1.     Customer Service. On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.

2.     Coordinate campus store operations, inventory, provide leadership of daily operations, and support the college bookstore.

a)     Assist students who order books online and with store supplies and clothing purchases.

b)    Serves as a liaison with operations accounting manager, faculty, staff, and various wholesale vendors.

c)     Independently processes requisitions, review shipping and packing slips, approve invoices and process them for payment.

d)    Establish and maintain adequate inventory levels. Establish work priorities, deadlines, develop and modify procedures to increase efficiency. Determine and recommend unique services and/or materials for the college stores to sell.

e)     Determine and order proper levels of merchandise to keep on hand so that the store is adequately stocked by maintaining an up-to-date inventorying of all supplies, clothing, gift items and notions; and recommending for order necessary store and office equipment, fixtures, and supplies used in the operation of the campus store. With this, supply all stores with supplies, as they deem necessary.

f)       Oversee and monitor cash handling and ensure that daily cash deposits are accurate. Ensure that any cash register shortages or errors are investigated and corrected, and sales figures are accurate; cash over or shorts are kept to a minimum, and any discrepancies in excess of $5.00 are immediately reported to the supervisor. Ensure that employees are trained in the proper operation of the cash registers and peripherals including procedures for financial aid transactions, credit/debit card usage, and the approval of any exchanges or adjustments.

g)     Receive, inventory, price and sell merchandise according to established policy.

h)     Record internal sales and make appropriate charge backs.

i)       Authorize charge sales, refunds, exchanges or adjustments as needed.

j)       Advertise, display merchandise, coordinate promotions and sales throughout the academic year.

k)     Create and produce promotional materials that attract students, faculty, staff and community members. Design social media content pertaining to relevant campus store events and general timelines.

l)       Communicate with internal and external customers.

m)  Create and pull sales and expense reports for Moorhead and other stores on a quarterly basis.

n)     Fulfill online orders and respond to customer service issues.

o)     Perform cashiering functions for both bookstore and business services. Assist students with purchases and process sales through bookstore POS system. Accept deposits and payments, provide receipts, determine the account(s) affected and record transactions against the appropriate account(s) to ensure that accurate, verifiable accounts are maintained consistent with federal, state and agency regulations, policies, and procedures and with good accounting practices. Post miscellaneous charges to student accounts ensuring accuracy of data and proper account coding. Perform customer service functions for both bookstore and business services. Greet customers, assist students, answer, and analyze phone calls, refer callers or take messages for the proper individual(s) or staff.  

p)    Provide vision and leadership in the daily operation of the campus store, by ensuring stakeholders have a positive experience. Perform business practices for the store in accordance with policies, procedures, and the business plan are profitable under full costing principles. Ensure proper accountability and fiscal control of monies. Work with business services and financial aid staff to ensure proper processing of student accounts.

q)    Ensure and maintain the highest standards of sanitation in handling food through a safe and clean environment.

r)      Sort and distribute outgoing UPS mail for the Moorhead campus.

s)     Determine inventory needs for campus stores, by analyzing usage reports and aging reports. Utilize these reports to determine if a change needs to occur to adjust sales for increased profits.

t)      Review and determine if deadlines or procedures need to be modified or developed to aid in the success of the store.

3.     Revenue collection, business services support, and student outreach.

a)     Collect and receipt tuition, fees, resale and other miscellaneous revenues.

b)    Collect monies from all functions.

c)     Process and reconcile credit card sales. Process portable credit card unit sales.

d)    Post payments to student information system.

e)     Reconcile cash register and prepare bank deposits daily.

f)       Create bookstore summary reports and correspondence.

g)     Maintain a records management system.

h)     Complete general transactions from walk-in and phone customers.

i)       Prepare outgoing UPS and distribute incoming packages for the campus.

j)       Verify student aid levels to allow charging.

k)     Provide services as needed for the campus community as requested and directed.

l)       Generate reports based on store promotional sales.

m)  Assure that all operational needs are met on a daily basis and in support of co-workers and management.

n)     Maintain a professional image and ensure that the professional image of the campus store is maintained through customer interactions, visual displays, web and media presence, and any advertisements.

o)     Attend all assigned training and represent and advocate for the campus store as appropriate on any committee assignments.

p)    Direct the annual physical inventory of the campus store.

q)    Assure that all computer software updates for any/all systems are successful and done in a timely manner.

r)      Assist supervisor in developing and monitoring budget; monitor and evaluate selling prices, operating costs, profit margins, and discount policies.

s)     Direct student employees, schedule, train, and guide student employees to ensure assigned workload is accomplished in a timely manner, monitor performance, and make recommendations to supervisor regarding evaluation and possible discipline.

t)      Conduct student calls and outreach activities for individuals as necessary for student retention lists each semester.

4.     Support for campus and college operations.

a)   Recognition of broad and varied professional responsibilities which include but are not limited to support for campus and college operations such as: front desk coverage, registration events, Spartan Welcome Days, Commencement, this is not an exhaustive list.

b)   Support the operation of college and campus Student Services operational area(s) beyond the campus store.

c)   Serve on campus, college and community committees as assigned, approved and appropriate that seek to enhance the student experience.

d)   Other related duties as assigned by Operations Accounting Manager

Minimum Qualifications

·  Customer services skills sufficient to actively listen to and understand customer needs and provide accurate information and appropriate alternatives in a timely, thorough, courteous, respectful, and professional manner.

·  Knowledge to fluently communicate, read, understand, and respond to a variety of communications with internal and external stakeholders.

·  Accounting/budgeting/expense procedures sufficient to develop and monitor budgets, pull sales and expense reports, and keep records as they relate to cash receipts, sales and accounts receivable. Math skills sufficient to pull accurate financial information.

·  Knowledge of standard computer software programs for word processing, spreadsheets, and databases, sufficient to create, modify, and protect files. (This combines multiple related min quals.). Knowledge of computerized inventory management software systems and applications to maintain an accurate inventory.

·  Leadwork skills to set daily work priorities, arrange staffing coverage, and ensure standards, deadlines, and procedures/processes are met.

·  Ability to move and/or transport items weighing up to 50 pounds on a regular basis. (only use this min qualification if this is an essential function of the position).

Preferred Qualifications

·  Minimum of two years of education after high school or a two-year degree in a business or marketing related field.

·  Ability to work under pressure, prioritize job responsibilities, and meet deadlines.

·  Able to maintain effective working relationships with college personnel, students, and the general public.

·  Knowledge of state and college purchasing regulations and policies sufficient to prepare purchase orders and maintain physical inventories.

·  Retail marketing and merchandising techniques sufficient to display and sell College store merchandise including demonstrated ability in buying techniques, understanding, and gaining vendor discounts, and margins versus mark-ups.

·  Knowledge of computerized cash registers, point-of-sale computer systems, computer spreadsheet applications, Microsoft Office Suite, inventory software, and office procedures.

Minnesota State is an equal opportunity employer/educator committed to the principles of diversity.