Job Description

The Course Material Specialist will work with instructors and department administrators to process textbook adoptions, order new physical and digital course materials, receive textbooks, and maintain textbook inventory while verifying the accuracy of bookstore website. Process textbook returns each term and add adoptions for Inclusive Access titles via the Vitalsource platform.

Essential Duties and Responsibilities:

Coordination/Training with Instruction:

• Monitor online faculty adoption system, setting adoption due dates, informing Department Administrators Assistants and sending adoption date deadline reminders, as needed.
• Create and provide training instructions, set-up department accounts, provide individual training as needed to Department Administrative Assistants, and synchronize online adoption process with textbook management system. Work with department admins to correct adoption errors before approving.

Place textbook orders, based on adoption information, by:

• Working closely with publishers and wholesalers.
• Sending reminders to department Administrative Assistants for missing adoptions.
• Notifying requestors/departments about titles that are unavailable or out of print and provide alternatives, including available digital options.
• Update website with current terms adoption information.

Ordering, Receiving and Returning Processes:

• Examine upcoming term adoptions to determine which inventory needs to be returned. Return textbooks to publishers and wholesalers.
• Process chargebacks, following publisher protocols, including generating paperwork to match publisher credit invoices.
• Process returns in a timely manner to reduce deadstock.
• Check in freight including: receiving purchase orders, verifying/reconciling invoice paperwork, and contacting publishers for discrepancies or shortages.
• Ensure textbooks are received and available for the first day of class each term; create shelf tags and/or digital barcode options for in-store purchases.
• Maintain working knowledge of textbook management system, at all times, research and implement system enhancements as they become available.

Inclusive Access Processes:

• Research opportunities to move adopted course materials from physical/digital adoptions to Inclusive Access course materials based on savings for students and college.
• Contact instructors and departments to discuss pricing, and approval, to move forward with IA adoptions.
• Set up meetings with College Affairs to approve Inclusive Access course fees for classes.
• Add, and update, Inclusive Access courses each term. Work within the Vitalsource Connect program to keep all IA course materials, and pricing, up to date. Notify Department Admin Assistants of any IA course material price changes before new term registration begins.
• Create Opt Out reporting. Verify Inclusive Access invoicing for each term. Process invoices.

Inventory Processes:

• Maintain Textbook inventory levels. Undertake quarterly and annual inventory processes before adoptions to ensure inventory accuracy.
• Participate in end-of-term and year-end store inventory. Coordinates end-of-term textbook inventory process, ensures textbook system is set-up correctly for inventory, ensure all POs are received and posted and all returns are posted before beginning inventory processes.

Bookstore Processes:

• Customer service, including assisting customers with textbook inquiries, digital activation code issues or other bookstore/college-related questions; familiarity and adherence to all bookstore policies and procedures.
• Responsible for organization and upkeep of shipping area.
• Assist with cashiering, or cashiering questions as needed.

Knowledge, Skills, and Abilities:

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Ability to work effectively in an environment with frequent interruptions.
• Ability to work and communicate effectively in a positive, team environment to communicate, provide back-up and support, and solve problems.
• Possess effective customer service skills and ability to interact with a diverse public, including the occasional difficult or angry customer.
• Ability to effectively manage a multitude of priorities and maintain accurate records is crucial.
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to work and communicate effectively with department administrators, publishers/wholesalers, faculty, delivery representatives, and students.
• Must be able to demonstrate essential job functions outlined above.
• Possess broad knowledge of and proficiency with computer software and hardware (PC hardware; databases; MSOffice Suites).
• Possess organizational skills, be detail-oriented and accurate in work.
• Ability to reconcile paper work and verify accuracy of orders prior to submitting to Fiscal Services for payment.
• Ability to work under general supervision. Work is monitored regularly and results are reviewed routinely.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.

Minimum Requirements:

Education :

Associates degree.

Experience :

• One (1) year experience with a bookstore Inventory and Ordering Management System.
• One (1) year customer service experience in a retail environment.

Preferred Qualifications:

Experience:

• Experience working in an education environment.
• Experience coordinating with vendors for books/retail purchasing.
• Familiarity with Missouri Book Services ARC Inventory system, and/or Vitalsource Manage and
• Connect.

To apply, visit

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCCs EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

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