Career Opportunities

Bay Tree Bookstore Operations Supervisor

Location: Santa Cruz
Job ID: 22245

Notifications


UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for all faculty, staff, academic appointees, and students accessing facilities at any UC campus this fall. Employees and students can submit proof of vaccination online or request an exemption.

UCSC Statement
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.

Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The Initial Review Date (IRD) for this job is: 08-24-2021

Dept Marketing Statement
Colleges, Housing, and Educational Services (CHES) is a multi-funded organization within the Business and Administrative Services (BAS) division at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, employee housing and capital planning, dining services, conference services, early education services, the Bay Tree Bookstore, ID card services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.
 
Within CHES, the Bay Tree Bookstore is a self-supporting auxiliary enterprise whose mission is to provide convenient and affordable access to books, digital coursework materials, school supplies, and services which complement the academic environment and support the diverse needs of the campus
community. The bookstore strives to provide products and services to students, faculty, staff and campus units in an economical and efficient fashion.

More information can be found at: bookstore.ucsc.edu

Job Overview: 

Under the general supervision of the Bookstore Director, the Operations Supervisor will participate in directing, planning and controlling the operations of the Bookstore as a fiscally viable Auxiliary Enterprise. Acting as Operations Supervisor, will be responsible for buying, managing and administering the buying and merchandising of non-book items including but not limited to computers and associated products, general merchandise, and oversight of Shipping and Receiving.

Pay, Benefits, & Work Schedule
Salary Information: $60,000 - $65,000 / Annually. Salary commensurate with skills, qualifications and experience; Salary proportionate to time worked.

No. of Positions: 1

Benefits Level Eligibility: Full 

Schedule Information: 

• Full time, Fixed
• 40 Hours weekly
• Days of the week are to be determined 
• Shift includes Days, Evenings, Nights and Weekends

Employee Classification:  Career

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation:  None

Job Code Classification: 007374 - ADMIN SUPV 1

Job Duties
50% - Management and Supervision

Participates on the bookstore's management team to define goals and priorities as a whole and in the following areas:  computer sales, general merchandise, shipping and receivingand the bookstore's departments. Assists in coordinating operational activities with other departments (Book Department, Cashiering/Merchandise Department, IT Services) to resolve issues while maintaining uniform, consistent levels of service. Shares responsibility for opening and closing facility with other department leads. Maintains signature authority for all Bookstore accounts. Shares the management roll of bookstore opperations with other supervisors during the absence of Bookstore Director.

In charge of daily operations and management of all shipping and receiving, computer sales, and back-up general merchandise department. Directs and supervises the selection, acquisition, receipt, pricing, inventory levels, and sale of all goods for resale at the Bay Tree Bookstore; including but not limited to: all school supplies, office supplies, art supplies, greeting cards and gifts, health and beauty, electronics (calculators, audio) and computer hardware and computer supplies.

Monitors sales and budget performance for current periods in relation to sales goals.

Supervises Shipping and Receiving and student employees. Including: recruiting, hiring, training, updating  job descriptions, writes performance appraisals, oversees performance management and the determination of appropriate staffing levels.

Directly handles the buying and merchandising for the "school supplies" category, which includes all paper supplies, binders, laboratory notebooks, testing supplies and office materials. Purchase store-use supplies, such as merchandise bags, printer and copier paper, as well as merchandising fixtures and equipment.

Directs, organizes and supervises all external sales and promotional events that involve goods from the Merchandise Departments, i.e. Deck Sales, brand specific events (Apple Days), Campus orientations/events, and graduation events. Determines merchandisethat will be sold, arranges for sales and cashiering staff to set up, tear down, and the accountability for goods sold.

Maintains close contact with customers by working on sales floor as often as possible. Monitors customer satisfaction and the departmental needs of the university community. Work with Retail Supervisor on projects and initiatives to improve sales and customer satisfaction. Meets and speaks with academic staff as needed to determine how well sales departments are meeting specialized academic supply needs, i.e. lab books, goggles, kits, course software, special class supplies.

30% - Financial - Resource Management

Prepares annual sales and staffing budgets for each merchandise area as well as merchandise shipping/receiving departments, including projected sales, purchases, returns, markdowns, and the resulting net margins contribution to the store. Merchandise areas include: general supplies, paper supplies, pens & pencils, apparel, food items, health & beauty, greeting card, computer supplies, computer hardware, graduation, packs and art supplies. Develops yearly sales budgets for all general merchandise departments including projected sales, purchases, and net profit margin for each area. Monitors monthly progress toward budget goals, make necessary corrections to budget projections as needed.

Participates as a store representative with various buying groups, i.e. Independent College Bookstore Association (ICBA) and Connect2One.Determine and analyze participation levels and benefits in various buying groups to maximize return to store. Make buying commitments as appropriate.

Monitors participation of all buyers to ensure we are taking advantage of various buying and promotional programs.

Reviews purchase orders as necessary with buyers to ensure appropriate retails, and margins are being attained. Work with Accounting Office as necessary to ensure accurate invoicing and discounts are being taken as appropriate, review and sign off on all Mark Ups/Downs. In compliance with internal control guidelines, maintains appropriate separation of duties when processing financial transactions.

10% - Retailing, Display & Promotion

Works with appropriate buyers to determine physical layout of all merchandise in department areas.   Ensures optimal use of space as well as esthetic qualities necessary to create a pleasing retail atmosphere to the campus community that enhances merchandise sales and inventory turn.

Considerable time and effort are spent on floor merchandising and product display and placement.

Responsible for all advertising, marketing and promotional activities, i.e., Back-To-School promotions, Orientation Functions, Holiday and Seasonal events, Vendor Days, Grad Faire, which includes; create and coordinate advertising copy, placement in appropriate campus printed media, flyers. Creation of Advertising and Promotional Calendar coordinated with various merchandise departments to "cross merchandise" whenever possible. Works with campus publications, and other media personnel to review and sign advertising contracts to ensure best use of advertising dollars. Works with vendors to recover co-op advertising moneys to offset advertising costs.

5% - Receiving, Inventory, & Storage

Directs and supervises receiving and shipping activity for all general non-book merchandise. 

Directs and coordinatesreceiving and shipping to ensure accuracy in receiving, prcing storing and recordkeeping and that all procedures are followed. Assists in the allocation of all storage facilities. Works closely with Book Department receiving staff to ensure appropriate staff for peak receiving periods. Provide Shipping/Receiving staff with accurate information regarding large scheduled shipments to ensure adequate staffing and space considerations.

5% - Other duties

Represents the Bookstore and University at appropriate industry conferences, meetings and trade shows.  Tracks current  pertinent University matters, and current trends and activities in the general retail market as well as the collegiate retail market. May serve on local, state, or national trade association committees, or University committees as appropriate.

Required Qualifications

• Experience in a college or university bookstore environment, with general knowledge of operations  including purchasing, inventory management, retail controls, staffing and human resources issues.
• Experience with retail business equipment and systems, including Point of Sales (POS) systems and computerized   inventory management systems and applications.
• Demonstrated knowledge of purchasing, retailing, and merchandising a wide variety of products offered by a university bookstore.
• Demonstrated knowledge of current terms, policies and procedures used on purchase orders, packing lists, invoices and vendor agreements.
• Experience in effectively supervising and managing staff, with the ability to hire, provide training, coaching, mentoring, performance management, and set goals for development.
• Familiarity with typical purchasing policies, procedures, practices, and terminology.
• Experiences with personal computers and typical softwareapplications (word processing, spreadsheets, communications, and databases)
• Excellent interpersonal skills to work collaboratively with faculty, students, other internal clients, vendors, etc.
• Excellent written and oral communication skills sufficient to assure high quality communication with all stakeholders including faculty, students, vendors, etc.
• Ability to assess situations thoroughly and make appropriate decisions in a timely manner, prioritize workload, define goals, work under pressure and meet deadlines.
• Demonstrated ability to work independently and use good judgment.
• Strong mathematical skills.

Preferred Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.

Special Conditions

• Selected candidate will be required to pass a pre-employment background check.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here

Safety Statement
All UCSC employees must know and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

How to Apply
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=22245&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.


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