Program Coodinator - Course Materials (Falcon Advantage)

Job description

Job Description: Who We Are Seattle Pacific University is a Christian university fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. What We Need Seattle Pacific University is seeking a highly organized and service-focused Program Coordinator – Course Materials (Falcon Advantage) to oversee the day-to-day administration and logistics of the university’s course materials program. Falcon Advantage supports students and faculty by helping ensure required course materials are available accurately, affordably, and on time. Through strong coordination with faculty, publishers, vendors, and campus partners, the program helps create a smoother academic experience and supports student readiness from the first day of class. This position serves as the primary point of contact for faculty, students, campus departments, and publishing partners. The Program Coordinator manages course material adoptions, procurement, inventory coordination, student communications, billing processes, vendor relationships, and program reporting to help ensure required materials are delivered accurately and on time. The Program Coordinator supports Seattle Pacific University’s mission by contributing to a Christ centered learning and working community committed to academic excellence, service, and engagement with the world. In this role, the employee brings their skills, gifts, and professional expertise to work that matters—serving students, colleagues, and the broader University community in ways that reflect SPU’s values and purpose. To that end, all University employees are required to be aligned with and supportive of SPU's Statement of Faith and its derivative policies and lifestyle expectations. The ideal candidate is detail-oriented, dependable, and comfortable managing multiple deadlines in a fast-paced academic environment. This role requires strong communication , problem-solving, follow-through, and the ability to develop efficient processes that improve the experience for students, faculty, and university partners. This is an on-campus position based at Seattle Pacific University in Seattle, WA . What You’ll Do Course Materials & Program Coordination Coordinate the end-to-end logistics of the Falcon Advantage course materials program Communicate quarterly course material adoption deadlines and reminders to faculty Support late adoptions, changes, and other time-sensitive course material needs Coordinate physical and digital course material delivery to help ensure students have access by the first day of class Manage returns, uncollected materials, and refund processes with vendors Procurement, Inventory & Vendor Management Coordinate purchasing of physical course materials with publishers and vendors Monitor ordering timelines, shipment status, and inventory needs Maintain accurate records of physical course materials and related inventory Build and maintain effective working relationships with publishers, distributors, and other external partners Resolve order, delivery, billing, and inventory issues in a timely and service-oriented manner Faculty & Student Support Serve as a primary resource for faculty and students regarding Falcon Advantage processes and deadlines Meet with new faculty to provide orientation and training on course material adoptions Consult with faculty regarding course material options and adoption processes Respond to student, faculty, and vendor questions by phone, email, and in person Send quarterly student communications regarding program deadlines, access, billing, and opt-out processes Billing, Budget & Program Operations Process invoices for course materials and help monitor annual program expenses and revenue Establish and maintain student billing parameters for Falcon Advantage charges Coordinate refunds and billing adjustments as needed Maintain accurate program records and support reporting and reconciliation processes Identify opportunities to improve program efficiency, communication, and service delivery SPU Store & University Support Assist with SPU Store operations during slower Falcon Advantage periods and high-volume events Provide support during major university events such as Orientation and Commencement Participate in regular meetings with the Falcon Advantage/SPU Store Manager and Office of Business & Finance Participate in departmental activities, professional development, goal setting, and university service as appropriate What You Bring Bachelor’s degree or equivalent combination of education and relevant professional experience in inventory management, customer service, operations, retail, or related field. Demonstrated experience with customer service and inventory management Excellent written and verbal communication skills Exceptional organization, attention to detail, and time-management skills Ability to manage multiple deadlines and priorities in a fast-paced environment Strong problem-solving skills and the ability to follow issues through to resolution Ability to build productive working relationships with faculty, students, vendors, and campus partners Proficiency with Microsoft Office applications, including Word, Excel, and Outlook Comfort learning and using adoption portals, inventory systems, and other business applications Mission Alignment: A personal commitment to Christian faith; enthusiasm for supporting SPU’s mission ; alignment with the University’s Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community. Preferred Qualifications Experience working in higher education, a college or university bookstore, publishing, retail operations, or course materials Experience coordinating textbooks, digital course materials, equitable-access programs, open educational resources, or other academic course materials Experience with purchasing, vendor management, inventory, order fulfillment, or program logistics Compensation & Position Details Hourly Rate: $24.04–$26.44 per hour, depending on experience Status: Full-time, non-exempt, this position may require occasional weekend work during major university events, including Orientation and Commencement. Department: Office of Business & Finance Location: Seattle Pacific University, Seattle, WA (on-campus position) Benefits: SPU pays employee premiums for medical, dental, and vision insurance; provides HSA/HRA contributions; contributes 7% to a retirement account with immediate vesting (as eligible); and offers a tuition discount program for employees and qualified dependents. Additional Information: Please complete the online application through Workday and be prepared to submit the following materials: Resume Cover Letter We look forward to hearing how your unique talents and giftings make you a great fit for this role and how you can contribute to the mission of SPU!