Program Coordinator

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 BCAT’s mission by ensuring programs are delivered with consistency, professionalism, and care for both instructors and students.

• Class Scheduling & Coordination: coordinate class schedules across assigned programs, maintain accurate calendars, confirm room assignments, and ensure instructors and students have timely information regarding schedules, locations, and expectations.
• Classroom Setup & Instructional Readiness: oversee classroom setup and readiness prior to each class session, ensure classrooms are properly arranged, supplies are stocked, and all technology access is verified and tested. Confirm instructional needs with instructors, including supply lists, access to materials, and verified technology or system access. Support student needs by ensuring learning environments are prepared, accessible, and responsive to program requirements.
• Program Materials & Purchasing: purchase all program-related materials and supplies, track inventory, submit purchase requests, coordinate deliveries, and ensure materials are available when needed to support instruction, exams, and program activities.
• Exam Coordination & Proctoring: coordinate exam scheduling, proctoring logistics, and required documentation. Ensure 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: lead end-of-class follow-up activities, coordinate documentation, support instructor wrap-up needs, assist with student communications, and ensure program closeout tasks are completed accurately and on time.
• Program Events, Logistics & Hospitality: coordinate donations, ticket distribution, food ordering and setup, food deliveries, transportation purchasing, and distribution of related materials. Serve as a central logistical point of contact to ensure events run smoothly and reflect BCAT’s commitment to professionalism and hospitality.
• Program Events & Stakeholder Coordination: act as the primary point of contact for program-related events, and work with internal teams, instructors, vendors, and community partners to support program showcases, graduations, orientations, and other mission-driven activities.
• Organizational Participation and Support: contribute to the broader success of the organization by participating in key events and shared responsibilities, supporting student showcases, program graduations, open houses, community outreach efforts, and other mission-driven activities. Assist with cross-departmental projects as needed to improve organizational initiatives and provide occasional coverage or support in response to evolving needs.

• 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 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

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.