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Exhibitor Coordinator (Program Administrator 1) - PN: 20068114 at State of Ohio - Workers' Compensation

State of Ohio - Workers' Compensation

Exhibitor Coordinator (Program Administrator 1) - PN: 20068114

Columbus, OH, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Part-time

Compensation

Hourly

Range $26.92 - $33.35

Work Schedule

Standard Hours

Flexible

Benefits

Medical Coverage

Dental Insurance

Vision Insurance

basic life insurance

Paid Time Off

Childbirth leave

Adoption leave

Foster care leave

Education and Development Opportunities

Public retirement systems

Optional deferred compensation

Job Description

The Ohio Bureau of Workers' Compensation (BWC) is a state agency dedicated to providing workers' compensation insurance coverage and services to Ohio employers and employees. BWC operates through seven offices across the state, offering a comprehensive range of services aimed at ensuring workplace safety, health, and compensation for work-related injuries. Known for its supportive work culture and commitment to employee growth, BWC encourages a positive environment where employees often share a sense of family and dedication to service. Flexible work schedules are offered, including flex-time arrangements that accommodate employee needs while aligning with operational requirements. The agency prides itself on long-term employee retention and a workplace atmosphere enriched by collaboration and professionalism.

The Exhibitor Coordinator position at BWC plays a crucial role in planning, managing, and executing the exposition components of the agency's annual convention, known as the Safety Congress. Reporting to the Event Manager, this role focuses on both in-person and virtual event elements, ensuring a seamless, high-quality, and customer-focused experience that supports the agency's mission. The coordinator is tasked with in-depth industry research, analyzing event operations, managing exhibitor relationships, and overseeing onsite and online event execution. This position requires strong skills in project and program management, attention to detail, strategic planning, and stakeholder communication.

Key responsibilities include researching best practices in trade show and convention management, evaluating industry trends, soliciting and retaining exhibitors, and coordinating advertising and exhibit space sales. The coordinator develops strategies to maintain long-term industry relationships and ensures contractual compliance. Budgeting, data analysis, and report preparation are essential components of the job, along with leading requests for proposals (RFPs) and managing vendor relationships. Onsite duties include facilitating booth installation and dismantle, coordinating service delivery among vendors, and resolving conflicts. The position requires flexibility, including overtime prior to and during the convention, and travel to industry events.

This role demands applicability in business administration, marketing, and event management with a focus on occupational safety and health industries. Proficiency with various computer software and event management tools is vital. The position highlights a commitment to professional growth and contributing to Ohio’s workforce safety initiatives within a stable and rewarding public sector environment. Competitive state benefits, including medical coverage, paid leave, and retirement plans, complement this opportunity. Salary progression is structured based on performance and state regulations, supporting career advancement.

Job Requirements

Completion of undergraduate core program in business administration, management science or public administration and 12 mos. trg. or 12 mos. exp. in supervisory, administrative and/or managerial position which involved limited research and public contact
or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file and 12 mos. trg. or 12 mos. exp. in supervisory, administrative, managerial and/or staff position which involved limited research and public contact
or 36 mos. trg. or 36 mos. exp. in business administration, management science or public administration
or equivalent of Minimum Class Qualifications For Employment noted above
24 mos. exp. in tradeshow, convention, conference, or large event planning and marketing (e.g., onsite operations and exposition floor management: floor plan design, layout and traffic flow, meeting and tradeshow industry trends, practices, promotions, communication with exhibitors)
valid commercial driver’s license if assigned to operate vehicles regulated by Section 4506.01 of Revised Code
knowledge of public relations
human relations
BWC policies and procedures
operations research techniques or statistical techniques used in managerial decision making process
computer software (e.g., MS Word, Access, Excel, PowerPoint, Project)
fiscal management (e.g., accounting, budgeting)
business administration
management science and public administration
credit card processing
convention/hospitality industry
in-person and online exposition sales
occupational safety and health industry
laws, rules and procedures governing workers’ compensation insurance coverage
convention, trade show and event management
skill in operating personal computer
maintaining inventory of equipment and supplies
creation of worksheets, data calculations and comparisons, charts and graphs, maintaining departmental budget using MS Excel
use of scheduler in MS Project to manage time, resources and simultaneous initiatives
use of Microsoft Word to generate reports and customer correspondence
use of online exposition sales and event software
use of internet for research
converting documents to CD-ROM or PDF format
oral and written communication skills
operation of office machinery
operation of training tools
marketing techniques
creation and maintenance of relational database programs including complex queries, multiple tables and report generation using MS Access
managing multiple projects simultaneously
event and conference planning and marketing
public relations
exhibition sales techniques
ability to deal with many variables and determine specific course of action
gather, collate and classify information about data, people or things
use statistical analysis
complete routine forms
maintain accurate records
prepare meaningful, concise and accurate reports
use proper research methods in gathering data
work alone on most tasks and be self-directed
work in an extremely fast-paced environment
prioritize and execute multiple projects
perform under pressure
collect data from interviews and review of records, establish facts and draw valid complex conclusions
comprehend, verify, match and record figures accurately
present findings before specialized audience (e.g., DSH, BWC management)
anticipate problems through knowledge and past experience
review and interpret technical and non-technical information to create and provide recommendations for procedures
maintain privacy of sensitive information
work overtime when needed, especially the four months prior to Safety Congress and during the week of Safety Congress
travel several times throughout the year to visit convention centers, expo contractors, convention industry meetings, etc., some of which may result in overnight stays

Job Qualifications

Completion of undergraduate core program in business administration, management science or public administration and 12 mos. trg. or 12 mos. exp. in supervisory, administrative and/or managerial position which involved limited research and public contact
or completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file and 12 mos. trg. or 12 mos. exp. in supervisory, administrative, managerial and/or staff position which involved limited research and public contact
or 36 mos. trg. or 36 mos. exp. in business administration, management science or public administration
or equivalent of Minimum Class Qualifications For Employment
24 mos. exp. in tradeshow, convention, conference, or large event planning and marketing (e.g., onsite operations and exposition floor management: floor plan design, layout and traffic flow, meeting and tradeshow industry trends, practices, promotions, communication with exhibitors)
program management
attention to detail
ethics and values
organizing and planning
written communication
knowledge of public relations
human relations
BWC policies and procedures
operations research techniques or statistical techniques used in managerial decision making process
computer software (e.g., MS Word, Access, Excel, PowerPoint, Project)
fiscal management (e.g., accounting, budgeting)
business administration
management science and public administration
credit card processing
convention/hospitality industry
in-person and online exposition sales
occupational safety and health industry
laws, rules and procedures governing workers’ compensation insurance coverage
convention, trade show and event management
skill in operating personal computer
maintaining inventory of equipment and supplies
creation of worksheets, data calculations and comparisons, charts and graphs, maintaining departmental budget using MS Excel
use of scheduler in MS Project to manage time, resources and simultaneous initiatives
use of Microsoft Word to generate reports and customer correspondence
use of online exposition sales and event software
use of internet for research
converting documents to CD-ROM or PDF format
oral and written communication skills
operation of office machinery
operation of training tools
marketing techniques
creation and maintenance of relational database programs including complex queries, multiple tables and report generation using MS Access
managing multiple projects simultaneously
event and conference planning and marketing
public relations
exhibition sales techniques
ability to deal with many variables and determine specific course of action
gather, collate and classify information about data, people or things
use statistical analysis
complete routine forms
maintain accurate records
prepare meaningful, concise and accurate reports
use proper research methods in gathering data
work alone on most tasks and be self-directed
work in an extremely fast-paced environment
prioritize and execute multiple projects
perform under pressure
collect data from interviews and review of records, establish facts and draw valid complex conclusions
comprehend, verify, match and record figures accurately
present findings before specialized audience (e.g., DSH, BWC management)
anticipate problems through knowledge and past experience
review and interpret technical and non-technical information to create and provide recommendations for procedures
maintain privacy of sensitive information
work overtime when needed, especially the four months prior to Safety Congress and during the week of Safety Congress
travel several times throughout the year to visit convention centers, expo contractors, convention industry meetings, etc., some of which may result in overnight stays
valid commercial driver’s license if assigned to operate vehicles regulated by Section 4506.01 of Revised Code

Job Duties

Research and analyze Safety Congress operations to identify best practices and opportunities for improvement
assess trends in the convention/tradeshow and occupational safety and health industries to recommend operating procedures, expo management strategies, floor plan designs, and performance benchmarks
research, identify, and solicit safety, health, wellness, and workers' compensation companies as potential exhibitors or attendees through multiple outreach channels
identify and solicit advertising and exhibit space buyers using industry publications, online searches, referrals, and other marketing resources
develop, document, and implement strategies to retain exhibitors and build long term industry relationships
recommend contractual terms for exhibitors based on industry standards and agency goals, and monitor exhibitor compliance with contract conditions
conduct cost studies of local and national tradeshows and conventions
use findings to recommend pricing structures, program offerings, advertising options, and budget considerations
develop and implement exhibitor customer service plans, including marketing materials, operational guidelines, service order processes, installation/dismantle procedures, and savings initiatives
research technology solutions to enhance the in person and online convention experience
recommend digital tools for exhibitor communication, marketing, and service delivery
conduct surveys and evaluations to measure customer satisfaction and program effectiveness
prepare reports and recommendations for event enhancements
assist in implementing approved changes related to expo operations
lead RFP development, vendor evaluation, and coordination for expo service providers, including audiovisual, registration, transportation, signage, installation labor, and facility partners
support the Event Manager in implementing new systems, policies, and initiatives to increase overall event efficiency and service levels
develop and maintain databases to monitor exhibitor participation and educational programming trends
create queries and reports to summarize event performance and identify improvement opportunities
develop measurement tools for participant feedback, analyze results, and prepare summary findings
provide recommendations for the annual operating budget for the agency's annual convention
deliver onsite and virtual service to exhibitors and contracted vendors during the annual convention
facilitate installation and dismantle of in person and online exposition booths and program components
coordinate service delivery among contracted vendors to ensure smooth operations
resolve onsite and online conflicts in accordance with agency policy and contractual requirements