Thursday, July 28, 2011

Manager's Job Description


RESPONSIBLE TO: Director of Volunteer Services or other hospital administrator

EXPERIENCE OR EDUCATIONAL BACKGROUND: College degree, experience in retail operation and shop management, computer knowledge, and proven success in working with people, preferably with volunteers.

SCHEDULE: Full-time supervisory position, 40 hours weekly, Monday - Friday. May need to provide staffing back-up in emergency or absence of staff or volunteers.

SUMMARY: Directly responsible for overall management and operation of the Gift Shop.


  • Prepares short and long term annual goals and objectives, reviews with Gift Shop Committee and direct operations toward their successful accomplishment.
  • Develops and implements policies and procedures.
  • Attends and participates in hospital gift shop management workshops and conference of the hospital gift shop industry.
  • Remains informed of hospital initiatives and policies.

Volunteer Staff:
  • Coordinates volunteer activities with Director of Volunteer Services and Gift Shop Committee.
  • Interviews prospective volunteers prior to placement in gift shop.
  • Ensures volunteer well-being and job satisfaction.
  • Maintains and trains volunteer staff.
Paid Staff
  • Maintains, interviews, hires, trains, evaluates, supervises and schedules paid staff.
  • Assigns staff functions, designate duties and assignments.
  • Conducts paid staff performance evaluations.

  • Maintains efficient and accurate methods and systems for gift shop financial operations.
  • Prepares monthly and annual financial reports.
  • Prepares and submits an annual budget.
  • Maintains accurate and current vendor files, merchandise received records and invoice payments.
  • Supervises the counting and reporting of cash revenues.
  • Controls and monitors operational budget: supplies, fixturing and equipment.
  • Directs and implements shoplifting deterrents and shop signage.
  • Determines major capital expenditures and proposals to Board, Supervisor and/or Gift Shop Committee.
  • Directs and coordinates the quality and types of merchandise that best meets the needs of staff, patients and visitors.
  • Maintains accurate pricing
  • Takes markdowns when necessary.
  • Takes extra markups when possible
  • Reorder merchandise when needed.
  • Advises volunteer and/or paid buyers at monthly Buyer's Meetings.
  • Sets buying policies and procedures
  • Maintains adequate inventory levels necessary to increase sales.
  • Leads and directs year-end physical inventory.
  • Facilitates buyers to attend major market at least once per year.
  • Plans, schedules, organizes and presents special events and promotions.
  • Markets shop through hospital media
POS System Requirements and Outcomes
  • Maintains inventory figures for each department
  • Is highly proficient with the POS system to provide cashier training.
  • Produces accurate and comprehensive financial reports; sales history, profits, inventory at cost and retail values, quantities on hand, quantities on order, profit margins for each item, vendor and category.
  • Provides monthly inventory figures for each category.
  • Provides sales analysis for each category’s performance.

  • Plans and directs space and facility allocation.
  • Directs major and minor alteration projects.
  • Coordinates general maintenance of Gift Shop.
  • Assists volunteers in planning merchandise displays and shop appearance
Cindy Jones Associates 4554 Cottonwood Dr Ann Arbor, MI 48108 Phone: 734-769-6536
E-mail: Website: