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

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, as well as plays a key role in ensuring the program and executive office operates with clarity, efficiency, and strategic alignment. This position serves as the logistical and operational backbone of program delivery - preparing for new cohorts, supporting instructors and staff, and ensuring that all materials, resources, and systems are in place for successful learning experiences. The position also includes some administrative grants management.

This a 40-hour-per-week role with flexible scheduling to accommodate business need during evening hours.

Under the supervision of the Senior Director of 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 activities, supporting logistics such as donations, food services, transportation coordination, and end-of-class follow-up. This role contributes directly to BCAT’s mission by ensuring programs are delivered with consistency, professionalism, and care for both instructors and students and is a project driver, ensuring that critical tasks, communications, and deadlines are met with accuracy and professionalism.

Key Responsibilities:
Class Coordination:
The Coordinator is responsible for coordinating the new cohort process, ensuring all pieces are in place before the start of a new class. Following the completion of classes or program sessions, the 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.

Classroom, Materials and Instructional Readiness:
The Program Coordinator ensures classrooms, supplies, materials, and technology are prepared and available to support instruction, exams, and program activities. This includes coordinating with instructors to identify instructional needs, confirming supply lists and access to materials, verifying technology and system access, arranging classrooms, tracking inventory, submitting purchase requests, coordinating deliveries, and ensuring materials are available when needed. The Coordinator helps maintain program spaces, ensuring that learning environments are accessible, responsive to program requirements, and prepared to support student success.

Exam Coordination and Proctoring:
This role coordinates exam scheduling, proctoring logistics, and required documentation with designated colleagues. The Coordinator ensures certification exams are scheduled appropriately, rooms are prepared, materials are secured, and proctoring requirements are met in alignment with program standards and external requirements. The Coordinator will also serve as one of the on-site exam proctors as needed.

Program Events and Logistics:
The Program Coordinator supports program-related events, including showcases, graduations, orientations, and other mission-driven activities, by serving as a logistical point of contact. This includes coordinating with internal teams, instructors, vendors, and community partners; managing donations, food, tickets, transportation, and materials; and ensuring events are organized, welcoming, and aligned with BCAT’s standards for professionalism and hospitality.

Grant Management:
The Program Coordinator provides administrative grants support, including managing the organization’s grant calendar by tracking upcoming grant & report deadlines, gathering grants attachments, and creating grant onboarding documents. By keeping these processes on track, the Coordinator strengthens BCAT’s ability to sustain and expand its impact.

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:
● Associate’s degree or Bachelor’s 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 effectively coordinate multiple schedules and priorities under time-constraints
● High attention to detail and follow-through
● Excellent skill in Google Workspace, Microsoft Office tools, and CRM/databases
● 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
● Flexibility to support occasional events or activities outside standard office hours
● Knowledge of nonprofit grants processes is a plus
● Ability to maintain a high level of integrity and discretion in handling confidential information
● Ability to thrive in a fast-paced and dynamic environment
● Comfort working in a diverse, community-centered organization

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.