Program Coodinator - Course Materials (Falcon Advantage)

Seattle Pacific University•Lexington, MA

2d•$24 - $26•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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

Responsibilities

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
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
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
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
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