Front Desk Administrator at Buffalo Center for Arts and Technology – Buffalo, New York

Position Overview: At BCAT, the Front Desk Administrator serves as both the welcoming face of the organization and the central hub for facilities and operational logistics. Stationed in our Student Gallery, this role sets the tone for hospitality and professionalism for students, community partners, contractors, and delivery vendors. Beyond a warm welcome, this position ensures the building runs smoothly by
managing vendor relations, student incentives, facility security, and internal communications. This is an ideal role for a dependable, proactive organizer who thrives on supporting others and managing the "behind-the-scenes" details that keep a community space functional.

This position has a 4-day work week and is scheduled Monday through Thursday from 12:00pm - 6:30pm.

Key Responsibilities

Hospitality and Communication: As the primary point of contact, the Administrator sets the professional tone for BCAT by offering a warm welcome and clear direction to all students, visitors, and partners. This hospitality extends to the digital space, where they manage all general inquiries—whether via phone, email, or the website—ensuring messages are accurately routed to the appropriate team members. Internally, the Administrator keeps the team connected by managing All-Staff Google Chat communications and drafting occasional operational announcements. They also take pride in the physical environment, ensuring the reception area and common spaces remain tidy, well-stocked, and consistent with BCAT’s brand and values.

Administrative Support: The Administrator serves as a vital liaison for facility operations,
coordinating directly with outside vendors to resolve issues regarding maintenance, floor mats, pest control, and copier services. Logistical precision is required to manage daily deliveries; the Administrator is responsible for checking, receiving, and physically distributing all incoming mail and packages from vendors like USPS, Amazon, FedEx, and UPS. This role also maintains the physical security of the building by managing the Master Key sign-out log and oversees the onboarding process for staff and students by creating photo IDs, badges, and parking passes while meticulously recording all required sign-off documentation.

General Operations: In support of BCAT’s day-to-day infrastructure, the Administrator maintains both digital and physical filing systems to ensure accurate, accessible records across departments. They assist with tracking key tasks, managing supply needs, and responding to operational requests from directors or program teams. As a collaborative team member, the Administrator also participates in occasional evening or weekend events such as student showcases, community gatherings, or open houses—helping to foster a consistent and well-supported presence across BCAT’s programming and public-facing events.

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
High School Diploma or GED required
Associate’s degree, Bachelor’s degree, or equivalent experience in administration, nonprofit management, or education
1–3 years in an administrative, assistant, or receptionist role (nonprofit experience strongly preferred)
Excellent reliability and time management skills
Solid experience using Google Workspace and Google Calendar
Excellent verbal and written communication; confident on the phone and in person
Skilled at building rapport with staff, students, visitors, and external partners
Highly organized with strong attention to detail; adept at managing multiple calendars, deadlines,and amenities
Proactive mindset—anticipates needs and follows through without prompting
Polished demeanor; able to maintain confidentiality and exercise discretion
Customer-service focus; friendly, welcoming, and solution-oriented
Thrives in a fast-paced, dynamic environment; flexible with changing priorities

Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.

Additional Information:
BCAT is a not-for-profit whose mission is to provide opportunities for careers through the arts and technology for youth and workforce development for adults. BCAT offers opportunities and resources for a diverse population, supporting youth and adult learners in an equity-focused environment. Our learners are valued and respected for their authenticity. We capitalize on their strengths and prepare them for living healthy, creative, inspired, and productive lives in our community. BCAT is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. BCAT seeks to recruit, develop and retain the most talented people from a diverse candidate pool.

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.