Job Description:
Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor degrees and 38 majors.
Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.
Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.
The Cougars Campus Store operates as a department within Business and Retail Services. It operates as a retail center to provide academic course materials, services and products to students in support of the mission and financial goals of the university.
Reporting directly to the Campus Store Manager, the Inventory Coordinator will act as the Campus Store’s Back of House Supervisor and Inventory Control Specialist, and will be responsible for all aspects of inventory management as outlined in the Knowledge of the Business (KNOB) document for the Campus Store. The Inventory Control Supervisor is responsible for identifying best practices in inventory control management. The incumbent is expected to be well versed in all aspects of inventory management and the Enterprise-Resource-Planning Systems (ERP) within the Campus store. They will be the contact person for all inventory issues, including inventory turnover ratio for each product, FIFO costing, and variance analysis. The incumbent will be knowledgeable of and adhere to audit and accounting requirements related to reporting, inventory adjustments, and shrinkage. The Inventory Control Supervisor will maintain and update retail pricing according to Campus Store margin requirements. The Inventory Control Supervisor should be well versed in 5S methodology and warehouse management (Sort, Set in Order, Shine, Standardize, Sustain) to maintain an organized workplace.
The Inventory Control Supervisor is responsible for ensuring accurate inventory valuation. The incumbent is required to ensure the accurate and timely receiving of all merchandise into the Enterprise-Resource-Planning (ERP) system according to First-in-First-out (FIFO) accounting standards. The Inventory Coordinator will be responsible for daily inventory counts, and also act as the Campus Store lead for planning and coordinating semi-annual full physical inventory counts.
The Inventory Control Supervisor will be responsible for returning overstock merchandise, while using returns data to assist in establishing min/max levels for purchasing decisions. The incumbent will support purchasing decisions by identifying high and low selling product lines and communicating low stock items to the Purchasing Specialist and Campus Store Manager.
The Inventory Control Supervisor will also assist with determining shelf restocking procedures and duties as it relates to shrink management. This position works closely with the Retail Supervisor and Merchandiser to ensure sufficient and timely restocking, while ensuring merchandise layout allows shop-ability while reducing risk of shrinkage.
The Inventory Control Supervisor works closely with all staff within the Campus Store as well as Mount Royal University’s (MRU) Receiving Department. The incumbent works closely with the Campus Store Accountant and Finance Department, so must be comfortable with basic accounting knowledge. The Inventory Control Supervisor is expected to be engaged in the customer experience within the Campus Store, and assist or direct customers while on the sales floor.
This position is a full-time, permanent role, working 35 hours per week.
Responsibility 1 (50%): Inventory Management
Works with MRU’s Rieceiving Department to coordinate the receiving of all merchandise for the Campus Store.
Ensures accurate entry of all inventory and invoices received (or returned) into the Campus Store ERP system. Reviews receiving documents to confirm FIFO valuation of cost of goods sold and correct accounting distribution to the General Ledger.
Provides all invoices and credit memos to the Accounts Payable department.
Responsible for inventory adjustments in the Campus Store ERP system to ensure accurate inventory levels. Ensures that the ERP system accurately reflects inventory costs and quantities for bundled course materials or promotional sales.
Reviews and updates retail pricing in ERP system to ensure pricing meets Campus Store profit margin requirements.
Investigates inventory and cost of goods discrepancies and provides detailed reports of all variances to Campus Store Manager.
Review inventory items in the Campus Store ERP, ensuring products are set up correctly (Matrix options, web display, able to scan at POS), Create or modify item records as needed.
Markdown inventory by discounting damaged merchandise to be sold “as-is”, applying cost-recovery pricing to deadstock, and using price aging-matrices to discount aged merchandise when appropriate.
Provides price change reports to Campus Store Manager.
Establish and maintain an inventory counting schedule, use the Campus Store ERP to automate the generation of inventory counts. Logically select items to ensure cyclical counting on core items and at least one inventory count per year on lower priority inventory items.
Works with external vendors and uses the Campus Store ERP to generate overstock return lists, acquire vendor Return Material Authorizations (RMA), and create required shipping documents.
Works with external vendors and uses the Campus Store ERP to create refund claims and coordinate the return of damaged or defective merchandise.
Works with the Purchasing Specialist to ensure inventory levels do not become too large or too depleted, while considering space management, carrying costs, and inventory turnover ratios.
Keeps detailed records of shipment tracking information for incoming and outgoing merchandise and customer orders.
Create and maintain textbook backorder ETA lists to track delayed shipments, and communicate with Purchasing Specialist and Campus Store Manager about any significant supply chain issues
Applies 5S methodology to Campus Store back of house, to create and maintain a workplace that is clean, uncluttered, safe, and well organized. Use 5S standards to manage both incoming and overstock merchandise.
Manage textbook overstock to prevent deadstock, and provide solutions to minimize inventory write-offs due to obsolete, aged, or expired merchandise.
Responsibility 2 (25%): Supervision
Plans and delegates weekly and monthly spot counts on a minimum of 15 SKU’s 3 times a week (45 items per week), as directed by the Campus Store Manager.
Acts as the Campus Store’s lead for quarterly, bi-annual, and annual inventory counts. Determines staffing and equipment requirements to complete counts within specific timeframes.
Oversees the online order fulfillment cycle; ensures orders are processed in a timely fashion, item picking is completed with accuracy, and shipping SOPs are followed, as well as overseeing the online order pick-up counter during the back-to-school periods. Resolves customer online order complaints that cannot be resolved by the Store Services Coordinator
Sets quality control standards for merchandise received and ensures Campus Store team has physically inspected all items to be free from defects or damage.
Delegates item receipt counting to confirm quantity and items match invoice.
Delegates physical packaging and labeling of bundle materials.
Oversees item tagging and retail price changes.
Creates and assigns item pick lists for return-to-vendor overstock.
Works with the Retail Supervisor to determine staffing requirements.
Trains and supervises casual staff in the back of house for the Campus Store.
Supervises and provides direction to the Store Services Coordinator
Responsibility 3 (15%): Financial and Reporting
Provides requested information (invoices, receiving documents, vendor contact information) to Finance Business partners and Accounts Payable Department.
Assists Campus Store Accountant and Finance Business Partners in troubleshooting inventory or cost of goods discrepancies.
Provides inventory valuation reports as requested, and after each full physical inventory session.
Assists Campus Store Accountant in resolving credit memo discrepancies related to merchandise returned to the vendor.
Compiles quarterly inventory reports to be presented to the Campus Store Manager and the Director of Business Services, including, but not limited to: value of inventory received and returned, inventory turnover ratios per SKU, variance analysis comparing inventory received to inventory sold through the POS system, high selling and low selling product lines, and results of specific inventory counts conducted.
Works within month-end deadlines to submit all invoices to Accounts Payable.
Identifies and rectifies all negative on hand inventory errors prior to submitting inventory reports to Finance.
Works with the Campus Store team to report monthly eBook sales and ensures eBook reconciliations are completed accurately.
Responsibility 4 (5%): External Stakeholders
Works with vendors and provides solutions for lost or delayed shipments or similar supply chain issues.
Request invoices, credit memos, or required shipping documents from vendors.
Provide required information to MRU’s couriers and customs broker for international shipments.
Tracking of returned merchandise and following up with couriers on lost shipments
Contact vendors to resolve billing discrepancies on over/short shipments or similar billing issues.
Work with vendors to return overstock textbooks outside of standard return policies, occasionally.
Responsibility 5 (5%): Customer Service
Assist customers (students, staff, faculty, general public) with all general enquiries including, but not limited to, textbooks, general merchandise, parking, digital print services, campus card, and all products and services available through the CCS as needed.
Consistently provide support to all campus store staff through sharing and enhancing general knowledge, helping to complete tasks in a quick and effective manner, and assisting in customer interactions whenever necessary.
Work requires heavy visual concentration and/or physical exertion, effort and strain. Forces exerted are equivalent to lifting between 11-23 kg (25-50 lbs).
(3-5) years of business or retail experience in a leadership capacity.
(3-5) years of experience in a position of inventory control, or a combination of education and experience in inventory control and/or supply chain management.
Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.
At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.
Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre. (check whether this applies – under 6 month term)
Our campus offers the convenience of a full medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees and the public.
MRU supports full immunization as the best way to protect yourself and our campus community and strongly recommends vaccination against COVID-19.
Union: MRSA
Position Class: SAD07 Administrative Support VII
Salary: $55,154 - 69,794 per annum
Closing Date: Open until suitable candidate is found.
A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).
All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.
Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. Please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at http://www.cic.gc.ca/english/study/index.asp.
