Projected Income Worksheet

Monthly Operating Statement (click on and print)

Manager's Job Description

JOB DESCRIPTION

GIFT SHOP MANAGER

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.

DESCRIPTION OF DUTIES:

MANAGEMENT RESPONSIBILITIES:

• 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.

SUPERVISORY RESPONSIBILITIES:

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.

FINANCIAL RESPONSIBILITIES:

• 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.

OPERATIONS

• 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.

MERCHANDISE AND BUYING OPERATION

• 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.

GIFT SHOP DEVELOPMENT

• 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: cindy@cindyjonesassociates.com Website: www.cindyjonesassociates.com

Inventory Levels & Sales Per Square Foot

INVENTORY LEVELS
Inventory (at retail) should be approximately 25% of annual sales. If sales are $300,000, then inventory should be approximately $75,000 (on average). The stockroom must be able to accommodate that merchandise.

SALES PER SQUARE FOOT
In evaluating both successful and failing shops, a minimum of $500 per square foot (at retail) in sales annually is doable for most shops.
A number of shops around the country are generating over $1,000 in sales per square foot per year.

NOTE: This benchmark applies to shops that are proportionate in size to their hospital (number of employees and beds). A small shop in a big hospital should generate higher sales per square foot. A disproportionately large shop in a small hospital will generate lower sales per square foot.

To maximize every square foot of a shop’s selling space:
- There should be very little storage (drawers or cupboards) in the selling space.
- The merchandise must turn fast.
- Appropriate pricing structures must be maintained to receive the maximum profit on the merchandise. Good profit margins are the key to success!

This information is based upon Cindy’s general experience and knowledge of hospital gift shop management and information gathered through her national surveys.

Budget Format

(Click to view and print)

Sales Graph