Administrative Coordinator

Job Description

Job Description

Job Title: Administrative Coordinator

Updated: September 2026

Reports to: Senior Director of Operations

FLSA Classification: Non-Exempt

Position Summary

The Administrative Coordinator is a key team member in the dynamic and successful organization, which reaches students throughout Western New York. The Administrative Coordinator will work closely with all members of the staff to support the Middle School Prep, Prep Scholars Academy, High School Prep, College Prep and Alumni Prep programs. In addition, this position collaborates closely with Buffalo Prep’s, students, parents, board and active volunteer base.

Essential Functions

Administration

• 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.

Operations

• Coordinate repair and maintenance work orders.
• Ensure training compliance and disseminate training information to all staff members.
• Support the Senior Director of Operations as needed.
• Analyze existing processes and identify areas for improvement to enhance efficiency and productivity.

Other

• Mentor and support scholar development, fostering a culture of learning and growth.
• Additional duties as assigned by management.
• Must be able to work evenings or Saturday as needed, additional hours during peak times or as required.
• Have fun! We love out scholars and strive to maintain a joy-filled environment where all scholars and staff feed cared for, capable and connected!

Education and Experience

• 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.

Knowledge, Skills and Abilities

• Commitment to Buffalo Prep’s mission, vision and values.
• Ability to work collaboratively across the entire organization.
• Ability to work both independently and as part of a team.
• Exceptional communication skills, both written and oral.
• Excellent skills in cultivating positive relationships with all constituents.
• Strong interpersonal skills, diplomacy, patience and a sense of humor.
• Practices and maintain a professional demeanor.
• Detail-oriented, with strong organizational skills and flexible to varying demands.
• Initiative and independence in carrying out responsibilities.
• Commitment to maintain confidentiality and high degree of accuracy in student records and financial documents.
• Strong self-motivation and the ability to work as a team member.
• Understands and adheres to Buffalo Prep’s Stop Light Policy, and mandated reporting policy outlined by NYS Office of Child and Family Services.

Submit cover letter, resume and 2-3 references to Moira Ciechoski, Senior Director of Operations by October 9, 2026.