Course Materials Specialist

Department: Student and Ancillary Services 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Manager, Purchasing & Retail Systems      

Employee Group: WLUSA 

Application Deadline: April 29, 2026

Requisition ID: 10769 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

Reporting to the Manager of Purchasing & Retail Systems, the Course Materials Specialist is responsible for sourcing and procuring course materials, including print books, e-books, access codes, and digital resources for Digital Textbook Access (DTA) courses. This role ensures that all materials are accurately listed and readily available for resale through the Hawk Shop’s eCommerce platform and for DTA participants via MyLearningSpace.

Each term, the specialist will work closely with faculty to ensure course material options are presented, submitted and procured in a timely manner. This includes researching relevant printed textbooks, DTA (digital Textbook Access) materials and various other digital or print format options. By closely monitoring reports and analyzing inventory levels, they will ensure cost-effective purchasing and inventory control.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, locations in Kitchener and Milton, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Course Materials – Print/Digital

• Manages and tracks incoming print textbook orders using Verba Collect, verifying information is accurate by researching publisher and/or online websites.
• Completes the ordering process by managing the information in NetSuite, determining optimal order quantities using data driven decision making, establishing pricing, creating purchase orders and following up on deliveries.
• Accountable for inventory returns including creation of related paperwork (pick slips/VRMAs) and follow up in relation to reconciliation of credits
• Manages and tracks incoming requests for digital resources (DTA/ebook/courseware) by contacting publisher representatives to obtain availability, pricing and implementation options.
• Compiles and verifies for accuracy, information from internal and external sources to provide stakeholders (Publishers, Teaching & Learning/VitalSource) with a comprehensive course listing.
• Builds database in Verba Connect & NetSuite and liaises with stakeholders to troubleshoot issues as they arise.
• Evaluates the efficacy of resources to ensure target participation rates are maintained.
• Participates in industry conferences, webinars, training sessions, with other institutions and our digital platform providers to keep abreast of trends in the publishing industry. Remains current on technology solutions, digital content and rights management and access code/e-book deployments.
• Collaborates with Shipper/Receiver (Order Fulfilment) to solve and discrepancies or other issues related to course material orders that may arise

Faculty Relations

• Communicates with faculty/departments on status of course materials and digital resources advising on availability, pricing, edition and other related issues.
• Initiates discussion with faculty and publishers in relation to Digital Textbook Access program to encourage participation, providing features/benefits associated with participation in this model.
• Arranges and attends annually, departmental meetings with all departments/faculties to provide updates and solicit feedback in relation to course materials.

Administration

• Prepares and distributes information pertaining to textbook and DTA adoptions including due dates, submission process, adoption and DTA communication updates.

 Inventory Control

• Monitors inventory, analyzing sales trends, and adjusts purchasing decisions accordingly.
• Accountable for returns, markdowns and write offs to ensure dead stock remains minimal.

Data Analysis

• Creation of term by term sell through report to analyze sales by course and other relevant data related to % sales by format (e-book, DTA, print)

Customer Service

• Monitors support cases in NetSuite to provide customer support
• Assists customers in store with general inquiries and troubleshooting
• Develops and maintains cooperative relationships with internal and external partners (administrative assistants, faculty, publisher sales representatives)

Qualifications

• Minimum two (2) to three (3) year post-secondary program at a community college including purchasing related courses;
• One (1) year related experience purchasing products for resale in a large retail or service environment (preference will be given to buying experience for textbook & course materials);
• Knowledge of computerized retail operations and inventory control systems (preferably Netsuite) and e-commerce systems;
• Excellent research and data collection skills;
• Planning experience with excellent analysis skills;
• Strong attention to detail and accuracy is essential;
• Excellent problem solving/troubleshooting skills;
• Excellent communication and interpersonal skills and the ability to interact effectively with individuals from a diverse academic and cultural background; 
• Ability to work independently & collaboratively as part of a team;
• Proven ability to take initiative and work collaboratively with academic and administrative staff, publishers, distributors and their representatives;
• Strong organizational skills with the ability to handle multiple tasks and determine priorities in a high pressure environment;
• Strong customer service skills including anticipating client’s needs and providing prompt responses;
• Strong computer skills including Microsoft Office, Vitalsource Collect/Connect, Netsuite, & CEI and the ability to learn new software applications;
• Knowledge of publishing industry related to a university retail environment.

This position has been deemed eligible for educational equivalencies. 

Hours of Work: The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to occasional business needs. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Compensation:

Level: C

Rate of Pay: $35.15 to “$37.17 per hour with an annual step progression on anniversary date up to $40.19 per hour.  Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job. 

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.