Program Coordinator at Buffalo Center for Arts and Technology – Buffalo, New York

Position Overview: At BCAT, the Program Coordinator plays a critical role in ensuring the smooth execution of day-to-day program operations across adult and youth offerings. This position serves as the logistical and operational backbone of program delivery coordinating schedules, preparing classrooms, supporting instructors and students, and ensuring that all materials, resources, and systems are in place for successful learning experiences.

Under the supervision of the Senior Director, Programs, this role requires strong organizational skills, attention to detail, and the ability to coordinate multiple priorities in a fast-paced, mission-driven environment. The Program Coordinator also serves as a primary point of contact for program-related events and activities, supporting logistics such as donations, food services, transportation coordination, and end-of-class follow-up. This role contributes directly to BCATs mission by ensuring programs are delivered with consistency, professionalism, and care for both instructors and students.

Key Responsibilities:

Class Scheduling & Coordination: The Program Coordinator is responsible for coordinating class schedules across assigned programs. This includes maintaining accurate calendars, confirming room assignments, and ensuring instructors and students have timely information regarding schedules, locations, and expectations.

Classroom Setup & Instructional Readiness: The Program Coordinator oversees classroom setup and readiness prior to each class session. This includes ensuring classrooms are properly arranged, supplies are stocked, and all technology access has been verified and tested. The coordinator works closely with instructors to confirm instructional needs, including supply lists, access to materials, and verified technology or system access. The Program Coordinator also supports student needs by ensuring learning environments are prepared, accessible, and responsive to program requirements.

Program Materials & Purchasing: The Program Coordinator will purchase all program-related materials and supplies. This includes tracking inventory, submitting purchase requests, coordinating deliveries, and ensuring materials are available when needed to support instruction, exams, and program activities.

Exam Coordination & Proctoring: This role coordinates exam scheduling, proctoring logistics, and required documentation. The Program Coordinator ensures exams are scheduled appropriately, rooms are prepared, materials are secured, and proctoring requirements are met in alignment with program standards and external requirements.

End-of-Class & Program Follow-Up: Following the completion of classes or program sessions, the Program Coordinator leads end-of-class follow-up activities. This may include coordinating documentation, supporting instructor wrap-up needs, assisting with student communications, and ensuring program closeout tasks are completed accurately and on time.

Program Events, Logistics & Hospitality: The Program Coordinator supports program-related events and activities by coordinating donations, ticket distribution, food ordering and setup, food deliveries, transportation purchasing, and distribution of related materials. This role serves as a central logistical point of contact to ensure events run smoothly and reflect BCATs commitment to professionalism and hospitality.

Program Events & Stakeholder Coordination: As the primary point of contact for program-related events, the Program Coordinator works collaboratively with internal teams, instructors, vendors, and community partners to support program showcases, graduations, orientations, and other mission-driven activities.

Organizational Participation and Support: In addition to their primary responsibilities, all BCAT team members contribute to the broader success of the organization by participating in key events and shared responsibilities. This includes supporting student showcases, program graduations, open houses, community outreach efforts, and other mission-driven activities that strengthen visibility and engagement. Team members may also be asked to assist with cross-departmental projects, contribute to organizational initiatives, and provide occasional coverage or support in response to evolving operational, student or program needs. This collaborative spirit ensures that BCAT remains a responsive, inclusive, and united workplace.

Skills and Qualifications:

Associates degree or Bachelors degree preferred Experience in program coordination, operations, administration, or education support Ability to obtain NYS BPSS Agent certification Strong organizational skills with the ability to coordinate multiple schedules and priorities High attention to detail and follow-through Excellent skill in Google Workspace (Docs, Sheets, Drive, Calendar) and Microsoft Office tools Ability to coordinate logistics, purchasing, and vendor relationships Strong communication skills and a professional, service-oriented demeanor Ability to collaborate effectively with instructors, students, and cross-functional teams Comfort working in a diverse, community-centered organization Flexibility to support occasional events or activities outside standard office hours

Additional Information:

This job description is intended as a general outline of responsibilities and expectations for this position. At BCAT, we recognize that organizational needs evolve, and job responsibilities may shift over time. Staff members are encouraged to discuss any questions regarding their job description or duties with their Supervisor.