Operations Coordinator, Bookstore, Ancillary Services

Description

Ancillary Services is currently seeking a Full-time Temporary Relief Operations Coordinator, Bookstore for approximately 19 months.

The University of Calgary Bookstore provides course materials, general and reference books, clothing and other items to the University Community. The Operations Team ensures the smooth running of the store ensuring that the bookstore meets the needs of our community.

This position reports directly to the Director, Bookstore. The Operations Coordinator can also receive direction from the Bookstore manager to ensure exceptional customer service is provided to clients. This position is busiest in the months leading up to the fall and winter semesters and at year-end. Physical demands of the work include; standing for extended periods of time, reaching overhead, above the shoulders and horizontally, bending at the waist, kneeling or crouching, lifting, carrying, pushing or pulling objects as assigned by the position. The ability to lift up to 50 lbs in a safe manner is required. Judgment and decision-making impacts financial outcome of the department. This position deals with continuous change within the department, critical need to prioritize, and works with constant interruptions. Occasional overtime is possible, time off at the beginning of semesters is limited, and participation in the year-end inventory is required.

The primary purpose of this role is the effective coordination and completion of day-to-day store operations within the guidelines set by the Area Supervisor and the Bookstore policies and procedures. These operations, include but are not limited to the following areas: shipping and receiving, online orders, stockroom functions and sales floor maintenance. The Operations Coordinator works with the Book Team Coordinator and the Bookstore's management team in ensuring effective, efficient operations and working to constantly improve the provisioning of services. The coordinator organizes part-time-staff and resources to ensure a smooth operation of all Bookstore areas. This is a Team Lead position and serves as an in-scope supervisor coaching, training and providing day-to-day direction and supervision to the team of part-time operations staff.

Summary of Key Responsibilities (job functions include but are not limited to):

Organizing the Operations Staff:

• Training and orienting part-time student operation staff to the systems and services of the Bookstore so they can provide outstanding service.
• Draft monthly work schedule for all part-time bookstore operations staff, within the guidelines set by the area supervisor.
• Ensure that the work schedule is followed so that staff receive adequate break periods.
• Provide leadership and direction necessary to the part-time student operations staff during the training process and during employment within the team.
• Provide feedback to the area supervisor on the performance of part-time student operations staff during the training process and during employment within the team.
• Check and review the work of the part-time student operation staff and make any necessary corrections.
• Inform the area supervisor of any concerns/issues that arise so that the appropriate action can be taken by the area supervisor.

Maintains the smooth operations of the Bookstore under the direction of the Area Supervisor:

• Organize and process online orders effectively and efficiently.
• Organize and process the Bookstore's shipping and receiving functions.
• Organize and process the merchandising, display, and restocking of general merchandise and clothing.
• Assist with and providing guidance on service related issues to ensure outstanding customer service.
• Work with the buying teams to ensure the proper handling of merchandise.
• Work with external stakeholders (i.e. vendors and shipping companies) as required to ensure that merchandise is delivered on time and in good condition.
• Identify needs related to the maintenance and upkeep of all store equipment, furnishings and physical space and work to ensure that everything is in good working order.

Additional Responsibilities:

• Maintain positive and productive relationships with internal and external stakeholders through professionalism, effective communication and conflict resolution.
• Act as the departmental Health and Safety coordinator. Develops, maintains, and grows health and safety program for the bookstore as required by University and government policies.
• Assist with annual Bookstore inventory.
• Apply problem solving approaches to a variety of operational problems.
• Working with the management team, evaluate future needs and changes to business environment, plans and institutes change in operational systems and services in consultation with staff, other university departments and off campus partners as appropriate and provides input in discussions about the policies and procedures that are administered within the Bookstore.
• Maintain multiple projects and tasks with a variety of deadlines and priorities while staying organized to ensure that nothing is missed.
• Understand and follow bookstore policies and procedures.
• Assist the buying teams by informing them on stock problems or other product related problems.
• Manage time and other support duties.
• During peak periods, work with other team members to prioritize and ensure all time-sensitive tasks are completed.
• Maintains knowledge of Principles of Conduct of the University of Calgary, and aligns self with core values and direction.

Qualifications / Requirements:

• Post-secondary degree or SCMP designation preferred.
• Able to prove experience and demonstrate excellent communication and leadership skills.
• Strong analytical skills.
• 2+ years of recent retail store experience required, University/College bookstore experience strongly preferred.
• Business process design experience an asset.
• Understanding of supply chain concepts is considered a strong asset.
Demonstrate the ability to co-ordinate and prioritize multiple tasks and demands.

Application Deadline: August 7, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.