Academic Materials Coordinator Full Time

Lambton College is always proud to acknowledge that it is located on the beautiful homeland that is the traditional territory of the Ojibwe, Potawatomi and Odawa Nations. As the second-oldest college in the Ontario publicly assisted system, we have served our learners and communities for nearly 60 years, and with ALL IN: The 2025-2029 Lambton College Strategic Plan, we are charting a strong and steady course towards the next 60.

We are providing our students with the best learning and research experiences to ensure they are well-equipped to contribute to, and thrive in, a world of opportunity.

We are fostering a vibrant culture of community, collegiality, and professional growth for our people to ensure we are the best at being better.

And we are continuing to form academic, research, and community partnerships that create value for our local and global community and elevate student and client impacts at local, national, and international scales.

At Lambton College, we know where we’re going. Just as importantly, we know the way we’re going to get there. We call it the Lambton Way, and we welcome applications from those who are interested in being part of it.

ALL IN: The 2025-2029 Lambton College Strategic Plan

About The Position

This is a full-time support staff Bargaining Unit position reporting to the Dean, Global Engagement & Academic Services, working 35 hours per week at an hourly rate of $34.60

The Academic Materials Coordinator supports the College’s transition toward a modern, student-centered academic materials model. This role ensures students have timely, affordable, and equitable access to required learning resources, including textbooks, program kits, Open Educational Resources (OERs), ILM modules, and curated digital materials.

Operating within the Centre for Global Engagement & Academic Services, the Coordinator oversees semesterly academic material cycles, manages ILM processing, coordinates three annual pop-up academic shops, and collaborates with faculty, publishers, vendors, and Library Services to support academic delivery.

Specific Accountabilities

Academic Resource Planning & Procurement: Plans, procures and monitors the ordering, sales and returns cycle for all texts, course materials, course supplies, and kits sold at Pop-Up and during the semester.

• Coordinates procurement of textbooks, ILMs, program kits, and digital resources.
• Reviews faculty requisitions and aligns resource availability with academic timelines.
• Maintains vendor relationships, monitors availability, and negotiates terms relevant to academic materials.
• Ensures required materials are sourced affordably, prioritizing OER and digital options when possible.
• Procures bulk orders as required.
• Analyzes areas which require change and recommends solutions to manager

Pop-Up Point of Sale & Seasonal Operations. Coordinates the pop-up shop.

• Plans and operates three academic pop-up shops per year (Aug–Sept, Dec–Jan, Apr–May) and for other events as required.
• Manages POS systems and sales processes.
• Oversees student and other part-time staff supporting the pop-ups and coordinates the cross-training of employees to ensure tasks can be completed.
• Organizes and maintains inventory setup and control, customer support, and distribution of required materials during peak demand periods.
• Organizes security and arranges for annual inventory reconciliation
• Ensures that daily reports, deposits, month end processing and similar tasks are completed on time as required and/or other campus departments such as Finance.
• Ensures Colleague is checked weekly to verify that invoices are paid under correct account with no errors
• Verifies invoices for accuracy and adherence to budget limits.
• Encumbers outstanding deferrals against student records.
• Ensures pop-up is set up, advertising and promotion of the pop-up are organized.
• Work with Schools and College Departments on the bookings to reserve pop-up space outside of start-up.
• Liaises with the College’s IT department to ensure that computer systems are in operating order, such as PRISM and POS software provided by Nebraska Book Company

ILM Module Management.

• Oversees ordering, tracking, printing coordination, and invoicing for ILM modules.
• Maintains ILM catalogues, pricing information, and historical usage data.
• Ensures accuracy of ILM deliveries, updates, and cross-college ILM communications
• Ensures ILM orders are processed in a timely manner and finds resolutions to any issues that may arise

Library-Based Academic Support.

• Works within Library Services when pop-ups are inactive to support Schools and AAA with academic resource planning.
• Assists with OER curation, ebook availability checks, and digital resource guidance.
• Supports faculty with course material questions and sourcing alternatives.
• Liaises with Library Services and is the touchpoint for academic resources

Customer Service & Stakeholder Support

• Provides frontline support and problem-solving for students, faculty, and external partners.
• Responds to inquiries regarding course materials, closed orders, and departmental swag requests.
• Maintains accurate records, communicates timelines, and resolves material‑related issues.
• Conducts sales and returns for all customers including OSAP deferrals and sponsored student charges.
• Resolves customer complaints and concerns, liaises with Academic Schools, vendors, and faculty.

Qualifications

• Minimum 2 year post-secondary diploma in Business, or a Computer related field
• Minimum 3 years of experience in: Procurement, vendor management, academic scheduling alignment, retail, inventory oversight, and data driven process improvement
• Experience coordinating end to end procurement cycle for textbooks, digital resources, course kits, and/or instructional materials
• Experience reviewing and interpreting faculty requisitions, syllabi, or course outlines to determine required learning materials
• Proven ability to align procurement timelines with academic schedules, semester starts, and program delivery needs
• Experience collaborating with faculty, program coordinators, or academic departments to confirm accuracy and availability of required resources
• Experience analyzing procurement, sales, and inventory data to identify gaps, inefficiencies, or opportunities for improvement
• Experience evaluating and recommending cost effective resource options, including OER, digital alternatives, and inclusive access models
• Familiarity with OER (Open Educational Resources) and digital licensing models
• Experience in retail & with POS systems

Lambton College is committed to an inclusive, barrier-free selection process. If contacted regarding this competition, please advise the interview coordinator of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.

We thank all applicants for their interest and wish to advise that only those candidates selected for an interview will be contacted.

Lambton College is an equal opportunity employer seeking to live its values in all we do. We are committed to taking proactive steps to provide and create opportunities for historically marginalized groups. We seek applicants who will strengthen our commitment to diversity, equality, and inclusion. We strongly encourage the following qualified candidates: women, Indigenous peoples, racialized people, persons with disabilities, and those who identify as 2SLGBTQ+ to consider working with and for Lambton College.

We recognize that structural barriers shape experiences and job qualifications, and therefore we seek to use employment equity to differentiate between candidates who meet the required qualifications; and encourage people to apply even if they feel that the position would be a stretch.

Employee Perks

Lambton College provides a wide range of exciting opportunities for both unionized and non-unionized positions with competitive total compensation packages, wages and benefits.

Investing In Our People

Lambton College is committed to the personal and professional growth of all our employees. Employees of Lambton College are incredibly valued and part of a transformative adventure. They enjoy an engaging and vibrant culture where they are encouraged to realize their full potential via development opportunities and accessible, supportive employee wellness initiatives.

Investing in our People

Lifetime Retirement Pension – Defined Benefit Pension Plan

Our employee benefit package includes a defined benefit pension to help you create a secure future. The CAAT Pension Plan provides you with a predictable lifetime retirement income, survivor benefits, early retirement options, and more without the stress of making investment decisions. CAAT makes it easy for you to build stable, secure retirement income while you work.