Program Coodinator - Course Materials (Falcon Advantage)

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!