Programs & Operations Coordinator

Buffalo Prep, Inc.; Buffalo (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Buffalo Prep, Inc. in Buffalo, NY seeks an Administrative Coordinator to support multiple programs and staff across the organization. The role involves front office management, data integrity, donor communications and meeting coordination for a dynamic Western New York youth education network.

Ideal candidates have 1–3 years of administrative experience, proficiency in Microsoft Office and Google Suite, and the ability to work flexible hours to support events and peak periods.

Qualifications

• Associate's degree required; Bachelor's degree preferred.
• 1–3 years administrative experience or relevant work experience.
• Experience working with students from diverse backgrounds.
• Proficiency with Microsoft Office Suite and Google Suite.
• Proficiency with Adobe Acrobat, InDesign and Canva.

Responsibilities

• Organize and maintain front office and supply area.
• Support the Executive Director in coordinating Buffalo Prep meetings and activities.
• Handle correspondence, filing, phones and all other clerical needs for the office.
• Ensure the accuracy and integrity of staff, student and donor data.
• Compile and maintain a list of all organizational activities for office calendar(s).
• Take and distribute board meeting minutes.
• Provide support services to program directors, development and management staff.
• Provide support to staff by assisting with the creation of reports and mailing lists, developing and implementing policies as needed.
• Input donations into Network for Good, generate donor information reports and thank you letters.
• Maintain log of expenses, pay bills and processes disbursements. Track and deposit student fees and maintain accuracy of records.
• Transport deposits and bills to UB Foundation on a weekly basis.
• Coordinate with programs to understand their supply needs and manage the timely distribution of materials.
• Organize catering for internal and external Buffalo Prep meetings and events.
• Collaborate with UB Community Relations on space reservations for Buffalo Prep.
• Post job postings as needed.
• Onboard new and returning employees, offboard employees.

Skills

Exceptional communication

Detail oriented

Organizational skills

Team collaboration

Confidentiality

Interpersonal skills

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Suite

Adobe Acrobat

InDesign

Canva

Job description

Buffalo Prep, Inc. in Buffalo, NY seeks an Administrative Coordinator to support multiple programs and staff across the organization. The role involves front office management, data integrity, donor communications and meeting coordination for a dynamic Western New York youth education network.

Ideal candidates have 1–3 years of administrative experience, proficiency in Microsoft Office and Google Suite, and the ability to work flexible hours to support events and peak periods.