Senior Administrative Support Specialist

Campus OSU-Stillwater Contact Name & Email Julie Edmondson, rjuliee@osufpp.org Work Schedule Monday through Friday, 8 : 00am-5 : 00pm. 1 hour lunch break. Appointment Length Regular Continuous / Until Further Notice Hiring Range $15.00 - $20.00 Special Instructions to Applicants For full consideration, please include a resume, cover letter and contact information for three professional references. About this Position Fire Protection Publications 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. As a Senior Administrative Support Specialist your primary responsibilities are coordinating and managing logistics of tradeshows and conferences, along with facilitating the purchasing needs of our sales and marketing teams. Major Responsibilities As a Senior Administrative Support Specialist, you will : Coordinate and manage logistics of tradeshows / conferences where IFSTA / FPP is an exhibitor. IFSTA / FPP exhibits at about 45 tradeshows / conferences each year. Serve as primary contact for communications concerning all aspects of tradeshow participation including : 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. 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 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 Management to determine shows IFSTA will attend and who will staff each show. Procure exhibit elements, promotional items, advertising materials, IFSTA manuals and other products. Track, maintain, and replace items returned from tradeshow including the primary components of the exhibits. Provide necessary information to Event Specialist for travel and lodging arrangements. Maintain financial responsibility for encumbering and processing payment for tradeshows, advertising, and promotional items including staff logo wear, operating within the OSU purchasing policies and procedures - including P-card purchases. Develop and maintain cost accounting for all activities and forecast budget requirements for each fiscal year. Assist the National Sales Manager and Marketing Manager in budget preparation. Manage the requirements of various shows requiring prepayment for exhibit space within the purchasing policy and procedures of OSU. Prepare contracts for booth space for OSU approval. Arrange all payments necessary to secure booth space and show services from a variety of vendors. Provide 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. Track 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. Coordinate insertion orders for ads including specifications and due dates. Assist in distributing mission critical information to customers via mail and email including the IFSTA Catalog, Calendars, Speaking of Fire and other print media. Work with the IT Department concerning current / accurate mailing address and email address information of IFSTA customer data base. Manage and maintain inventory of IFSTA / FPP promotional items. Research new ideas for promotional items and compare the cost of items. Other Duties as assigned. Position Details Full-time position Compensation for this position will be based on the work experience, skills and abilities the selected candidate brings to the position. Comprehensive benefits packages including health, retirement, wellness programs, and more. Learn more : OSU Employee Benefits Together, we work hard to bring our organizational values to life. If you have a knack for service, quality, integrity, collaboration, please don’t hesitate to apply. View our Mission and Values here. For Additional information on this position, please see our job listings at : ifsta.org Required Qualifications High School / GED (degree must be conferred on or before agreed upon start date) 3 years of related experience. Post-secondary education may substitute for years of experience. General computer skills and Microsoft office experience. Skills, Proficiencies, and / or Knowledge : Excellent oral and written communications skills. Excellent interpersonal skills. Display of a customer service attitude. Ability to work independently and in teams. Strong problem solving skills. Ability to coordinate budget preparation and other administrative duties. Organizational and negotiation skills. Be able to multitask and prioritize deadlines accordingly. Occasional lifting of 50 lbs. Preferred Qualifications Associate's Degree in Business or other related field OSU Procurement Professional Certification or gain certification within one year of employment Three years of event planning / customer service