About Our Client
Our client is a leading AI platform for learning, using AI-moderated small-group discussions to improve learning outcomes and simplify assessment for educators. The team is building an innovative solution for higher education and is looking for driven, customer-focused professionals who thrive in fast-paced environments and enjoy solving complex challenges.
About The Role
Our client is seeking a Bookstore Operations & Vendor Clearance Specialist to support the operational backbone of its bookstore channel. This role sits at the intersection of revenue, sales, and publisher partnerships, managing the end-to-end lifecycle of course material requests from institutional clients through fulfillment and publisher clearance.
The ideal candidate will ensure seamless execution during critical academic periods, including adoption seasons and term launches, while maintaining strong relationships with bookstore, publisher, and vendor partners.
Bookstore Operations & Seasonal Execution

• Manage the full lifecycle of bookstore adoption requests, from sales submission through publisher clearance and client confirmation.
• Oversee the seasonal calendar for term launches, ensuring requests are submitted and completed on time.
• Serve as the primary operational contact for institutional bookstore partners.
• Develop and maintain scalable workflows and standard operating procedures for adoption and clearance processes.
• Monitor request pipelines and proactively identify delays or risks before they impact clients.
  

Vendor & Publisher Clearance

• Manage relationships with publisher and vendor partners throughout the clearance process.
• Ensure compliance with licensing, permissions, and documentation requirements.
• Track renewal windows, expiration dates, and publisher-specific requirements.
• Coordinate submissions, monitor approvals, and maintain accurate clearance records.
• Resolve publisher issues and communicate updates to internal stakeholders.
• Stay current on bookstore and publisher requirements and timelines.
  

Sales Team Support

• Partner closely with the sales team to manage bookstore requests and institutional deadlines.
• Support pre-sale and post-sale workflows while providing realistic timelines.
• Keep the sales team informed on clearance and fulfillment status.
• Identify recurring challenges and recommend process improvements.
  

Process & Documentation

• Maintain internal tracking systems for bookstore requests and vendor clearances.
• Create documentation that supports onboarding and cross-functional collaboration.
• Continuously improve, automate, and streamline operational processes.
• Recommend improvements based on operational trends, partner feedback, and seasonal reviews.
  

Qualifications

• 3–5 years of experience in bookstore operations, course material adoption, publishing coordination, vendor management, or a related operations role.
• Experience within higher education, educational technology, or publishing is preferred.
• Familiarity with academic adoption cycles and term-launch deadlines.
• Experience working directly with publishers or vendor partners.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Comfortable building processes in a fast-growing environment.
• Experience with project management tools such as Notion, Airtable, Monday.com, or similar platforms.
  

Why Join Our Client?
Join an innovative, mission-driven organization that’s transforming education through AI. This position offers the opportunity to play a key role in revenue operations while helping scale bookstore and publisher partnerships nationwide.
Compensation: $90K + equity, comprehensive benefits, and unlimited PTO.
Job Category: Business Operations
Job Type: External
Job Location: Remote / US
Job Market: Higher Education