Competition Details

Academic Materials Specialist
Ancillary Services
$26.57 - $30.81
Tuesday, December 4, 2018
Wednesday, December 12, 2018 (midnight)
Support-Full-Time (Temporary) - Appendix D


Support Staff Temporary Full-time Appendix D Contract Position (January 28, 2019 to March 6, 2020) Full-time Support Staff will be given first consideration


We require a qualified individual to join the Ancillary Services team. Under the direction of the Manager, the Academic Materials Specialist is responsible for the procurement process of required kits, uniforms, and other assigned supplies for academic programs. The incumbent is also responsible for the procurement of assigned textbooks and other course materials.

Under the direction of the Manager, coordinates the procurement of required kits and uniforms for Doon and Cambridge campuses and assigned academic supplies including:

  • Purchasing supplies including vendor selection, quantity determination, cost negotiations, and issuance of purchase orders
  • Sourcing new vendors and maintaining vendor codes and proper data entry in Bookstore POS system (e.g. Bookware) according to established guidelines;  includes establishing reorder points of products and determining appropriate pricing within the established pricing guidelines
  • Coordinating the receiving of the items including physical checks for quality and accuracy, labelling
  • Coordinating the regular return of all damaged, returned and unsalable goods

Coordinate with Manager, ordering of items required for course material kits and for suggested sale in the Bookstore which involves:

  • Setting up meetings, confirming orders, pricing, and delivery expectations with faculty and vendors
  • Coordinating procurement, receiving, assembly, and distribution/sale of required course material kits, supplies, and clothing
  • Providing exceptional customer service to faculty and students and serving as first point contact
  • Developing, communicating and reinforcing processes to students, faculty, and front of house staff to ensure accurate, timely, and student oriented service
  • Updating the front of house manual to ensure information remains accurate and up to date
  • Training and monitoring front of house staff to ensure accurate kit and uniform distribution as well as excellent customer service levels are maintained

Coordinates the ordering of assigned academic program textbooks by:

  • Entering by program the courses, textbook adoptions in a text management and inventory system (Bookware), troubleshooting problems as required
  • Downloading program design and enrollment statistic reports to establish courses to load and number of students
  • Reviewing enrollment statistics, historical sell through, specific departmental requests and publisher data to analyze inventory levels and ensuring cost effective purchase quantities and inventory levels
  • Researching textbook adoptions; investigating discrepancies with edition changes or availability
  • Communicating updates, changes, and unique situations to the department/faculty and front end staff
  • Spot checking and monitoring textbook quantities and "on-time" purchase orders and expediting purchase orders to ensure textbooks are received for courses starts
  • Sources alternative services and products by providing affordable alternatives to students including Campus eBookstore, Inc. (CEI), Blended Digital Bundles, textbook rentals, and procurement of used copies through buyback and wholesaler source above traditional course materials

Under the direction of the Manager, and in coordination with the Supervisor, Ancillary Services provides leadership and assistance in operations of the Bookstore including:

  • Ensuring proper cash procedures are followed; investigating unusual errors to determine appropriate corrective action
  • Liaising with POS, website, and banking system providers (e.g. Bookware and Moneris) when technical issues arise
  • Handling and resolving problems related to kits and uniforms (i.e. customer complaints)
  • Coordinating with staff and supervisor input, the layout of course materials, etc.
  • Preparing for and coordinating monthly and annual inventory count at Doon campus; completing monthly inventory variance checks
  • Engaging and communication with management and full-time staff to remain up to date on plans, goals and actions of the Bookstore
  • Answering customer inquiries (via walk-in, phone, e-mail or other mediums)
  • Assisting supervisor with training part-time staff
  • Maintaining current knowledge level, training front of house staff and coordinating reporting, receiving and procedures dealing with rentals, digital course materials, prepay, and other non-traditional sales processes


  • Two year diploma in business related studies
  • Two years’ experience in a high volume retail environment is required
  • Experience in procurement of goods for retail sales is preferred
  • Strong interpersonal and communication skills
  • Proven ability to work as part of a team
  • Comfortable working and negotiating with third parties 
  • Ability to work in a faced paced environment
  • Strong attention to detail
  • Strong skills with Microsoft Office and inventory management systems
  • Ability to demonstrate initiative, solve problems and make decisions
  • May work various rotating shifts between 7:30 a.m. and 8:30 p.m. and occasional overtime during peak periods


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We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources.