Job Details

VolBooks Assistant Director

The VolBooks Assistant Director is responsible for leading and managing the university's comprehensive digital course materials operation, including UT's flagship flat-rate access programs, Total Access and Course Access. This position oversees all aspects of course material procurement, inventory management, and vendor relations with publishers and EdTech partners. A key part of the role is monitoring digital platforms such as VitalSource to ensure timely faculty adoptions, strong student participation, and accurate system integration.

The Assistant Director provides direct leadership to digital buyers, sales floor staff, and student employeessetting goals, hiring, training, and ensuring consistent performance. The position establishes the strategic direction for the department, identifies emerging technologies, and evaluates new digital, EdTech, and AI-driven course material solutions.

Financial responsibilities include budgeting, forecasting, margin management, reconciliation of access program charges, inventory cycle counts, and analysis of departmental sales performance. The role ensures compliance with HEOA regulations and oversees accurate data entry across ERP systems, digital management software, and the website.

Campus outreach is essential. The Assistant Director builds strong relationships with faculty, departments, and administrators to promote affordability, accessibility, and on-time adoptions. The position regularly prepares presentations, collaborates on marketing efforts, and represents VolBooks and the VolShop at campus meetings and industry conferences.

Overall, the VolBooks Assistant Director plays a pivotal leadership role in future-proofing course materials at UT, elevating academic support through innovative digital solutions, and contributing to the success of students, faculty, and the broader campus community.

Responsibilities

Strategic Procurement of Course Materials & Inventory Management (40%)

• Lead procurement for all course materials and manage inventory for digital and physical formats.
• Oversee the Total Access and Course Access flat-rate access programs.
• Work directly with publishers and EdTech companies on sourcing and buying decisions for UTK and the online campus.
• Manage inventory lifecycle, including returns, disposition of old editions, and no-value items.
• Monitor the VitalSource platform, including faculty adoptions and student participation.
• Research new technologies, industry trends, partnerships, and software improvements.
• Develop a strong peer network within the industry and on campus.
• Review and compare store statistics with peer institutions and industry leaders.
• Ensure compliance with HEOA regulations.
• Oversee data entry into the database, digital management systems, and website.
• Reconcile charges and refunds through the Bursar.

Management of Digital Buyers & Sales Floor Operations (30%)

• Provide leadership, hiring, training, and performance evaluation for full-time staff and student employees.
• Establish departmental goals and strategic direction; communicate the vision to staff.
• Model professional behavior, set expectations, and maintain accountability.
• Pursue training and mastery of new and existing systems, including integrations with new vendors and providers.

Financial & Area Management (20%)

• Prepare budgets, set departmental goals, and establish benchmarks.
• Manage space, utilities, resources, and personnel efficiently.
• Ensure accurate invoicing, charges, and payments.
• Schedule cycle counts and maintain inventory accuracy.
• Reconcile Access Program transactions and Banner reports.
• Review financial and sales reports regularly.
• Maintain margins, monitor shrinkage, and forecast departmental sales and trends.

Campus Outreach & Storewide Management (10%)

• Develop and maintain relationships with faculty, departments, and administrators.
• Meet with academic units to understand needs and respond to requests.
• Advocate for on-time adoptions, affordability, accessibility, and new course material options.
• Prepare presentations and marketing content for VolBooks initiatives.
• Serve as a member of the senior management team.
• Represent the VolShop and VolBooks at campus and industry events.
• Partner with the Director to position VolBooks as the official source of UT course materials.

Qualifications

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of MS Office Suite and VitalSource's digital course material platform.
• Skill in ERP inventory management systems and point-of-sale systems.
• Strong analytical ability.
• Strong written, verbal, and interpersonal communication skills.
• Strong organizational skills with attention to detail.
• Ability to solve problems effectively.

Education

• Bachelor's degree or ten years of management experience in higher education course materials.

Experience

• 10 years supervisory or managerial experience in course materials with a digital Access Program.
• 10 years of course materials buying experience.
• 10 years of college bookstore experience serving a student population over 20,000.

Other Required Conditions

• Valid driver's license with Real ID due to occasional travel.

Preferred Qualifications

Preferred Knowledge, Skills, and Abilities

• Masters Degree
• Knowledge of EdTech tools.
• Ability to use Artificial Intelligence in course material operations or processes.

Work Location

• Location: Knoxville, Tennessee
• Onsite
• Full-time

Compensation and Benefits

• UT market range: MR11
• Anticipated hiring range: $75,000 to $85,000, based on experience
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

About The College/Department/Division

The VolShop is the University of Tennessee self-operated, innovative campus retailer, dedicated to strengthening Volunteer spirit and supporting students with high-quality products at competitive prices. With multiple locations and online shopping, it offers everything from apparel and gifts to course materials, technology, and licensed merchandise. Constantly evolving its services and programs, the VolShop serves as a vital resource for the university community and a trusted partner in campus life.

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employeesthe Volunteerswho uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.