Fire Protection Publications (FPP) is a mission-driven, values-based organization dedicated to the production of high-quality educational content for the international community of firefighters and first responders. FPP is an Engineering Extension unit of the College of Engineering, Architecture and Technology at Oklahoma State University.
This position coordinates and manages logistics of tradeshows and conferences where IFSTA/FPP is an exhibitor. IFSTA/FPP exhibits at about 45 tradeshows/conferences each year. Responsibilities include collecting and shipping items for tradeshows, managing detailed logistics of print, digital, direct mail and social media advertising, and managing IFSTA/FPP promotional items.
This position holds financial responsibility for encumbering and processing payment for tradeshows, advertising, and promotional items including staff logo wear. They must operate within the purchasing policies and procedure of OSU including P-card purchases. Responsibilities include developing and maintaining cost accounting for all activities and forecasting budget requirements for each fiscal year.
Areas of responsibilities include but are not limited to:
- Coordinate and manage logistics of tradeshows/conferences where IFSTA/FPP is an exhibitor. IFSTA/FPP exhibits at about 45 tradeshows/conferences each year. Primary contact for communications with external/internal customers concerning all aspects of tradeshow participation: Tradeshow/conference promoter, show service providers, staff registration, designating and choosing exhibit elements and products for each show, shipping of exhibit and materials to arrive within narrow dates and times specified by the tradeshow/conference. Also IT services, including electrical/AV set up, internet service, lead retrievals, furniture, carpet, material handling, and other services specific to individual shows.
- Secure booth space as in advance of each show. Research and negotiate options to determine best possible location for IFSTA booth considering layouts unique to each show to maximize visibility and customer traffic.
- Maintain an 18 month rolling list of upcoming tradeshows/conferences. Meet quarterly with FPP Sales staff to determine shows IFSTA will attend and who will staff each show.
- Select exhibit elements, promotional items, advertising materials, IFSTA manuals and other products to be shipped to each tradeshow.
- Responsible for tracking, maintaining, and replacing items returned from tradeshow including the primary components of the exhibits.
- Provide necessary information to Event Specialist for travel and lodging arrangements.
- Financial responsibility for encumbering and processing payment for tradeshows, advertising, and promotional items including staff logo wear, operating within the purchasing policies and procedure of OSU including P-card purchases. Develops and maintains cost accounting for all activities and forecasts budget requirements for each fiscal year.
- Manage the requirements of various shows requiring prepayment for exhibit space within the purchasing policy and procedures of OSU. Prepares contracts for booth space for OSU approval.
- Responsible for arranging all payments necessary to secure booth space and show services from a variety of vendors. Provides other items required from service providers such as OSU self-insurance certificate. This responsibility requires additional expertise and time as show services exceed the Pcard limits and coordination with OSU purchasing is required.
- Process cost share sponsorships for national fire service organizations.
- Estimate and then record actual expenditures to forecast tradeshow costs; cost share sponsorships; print, digital, social media and direct mail advertising; and promotional items for budget. Assist Advertising Manager with budget details.
- Process RFP, order/reorder and process payment for promotional items.
- Pcard account holder for processing all marketing and advertising purchases. Tracks purchases to not exceed limit, approve online, and submit transaction/reconciliation log to accounting department monthly.
- Manage detailed logistics of print, digital, direct mail and social media advertising
- Prepare and submit RFP for all print, digital and social media and direct mail advertising purchases working within the policies and procedures of OSU when internet based digital ad providers do not recognize traditional purchase orders.
- Responsible for insertion order for ads including specifications, due dates and submission orders.
- Distribution via direct mail and email of mission critical information to customers includes mailing IFSTA Catalog, Calendars, Speaking of Fire and other print media.
- Work with IT Department concerning current/accurate mailing address and email address information of IFSTA customer data base.
- Responsible for managing IFSTA/FPP promotional items.
- Research new ideas for promotional items and compare cost of items.
- Track inventory of promotional items for reordering using FPP enterprise software.
- Other duties as assigned.
Qualifications:
High School Diploma/GED and 3 years of related experience. Post-secondary education may be substituted for years of experience. General computer skills and Microsoft office experience. Must be self-starter with little direct supervision, work independently, organizational and negotiation skills. Be able to multi task and prioritize deadlines accordingly. Demonstrated understanding and application of FPP's organizational values: Service, Safety, Quality, Integrity, Excellence, Professionalism, Accuracy, Collaboration, Credibility, Innovativeness, Accountability.
Compensation:
Compensation for this position will be based on the work experience, skills and abilities the selected candidate brings to the position. The current hiring range for Oklahoma State University is $15.00 - $20.00 per hour
Oklahoma State University is an Affirmative Action/Equal Opportunity/E-verify employer committed to diversity and all qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, genetic information, gender identity, national origin, disability or protected veteran status. OSU is a VEVRAA Federal Contractor and desires priority referrals of protected veterans for its openings.
