Project & Vendor Management Administrator

Role Responsible for planning, coordinating, and driving the successful execution of organizational projects from evaluation and initiation through implementation and closeout. The position partners with executive sponsors, business owners, project teams, and vendors to define scope, requirements, timelines, resources, risks, deliverables, testing, training, and measures of success; facilitates project governance and reporting; and supports the Vendor and Project Coordinator with vendor analysis, vetting, contract and relationship considerations, documentation, integration requirements, and related guidance as appropriate. Major Duties and Responsibilities Oversees and completes assigned organizational projects. Partners with the Executive Sponsor and business owner to develop project charters and comprehensive plans; defines scope, objectives, requirements, deliverables, timelines, dependencies, resources, testing, training, implementation, and measures of success; assigns and coordinates project tasks based on team members’ roles and expertise; monitors performance, risks, issues, decisions, and change requests; maintains project documentation; and keeps management and stakeholders apprised of project status and critical issues. Evaluates proposed projects for strategic alignment, approved funding, duplication of existing functionality, organizational impact, feasibility, resource availability, technology and hardware needs, vendor or third-party dependencies, risk, and readiness. Prepares project analysis and recommendations; facilitates Project Council meetings; reports on active projects and resource considerations; and ensures proposed initiatives have appropriate sponsorship, ownership, and success measures before implementation. Supports organizational project governance and continuous improvement by maintaining project-management standards, templates, tools, records, and practical “how-to” resources. Reviews completed and active projects for lessons learned, process gaps, cost efficiencies, and opportunities to improve products, pricing, policies, procedures, workflows, technology, and the internal stakeholder experience. Works in concert with the Vendor Management Coordinator, providing assistance and guidance as appropriate regarding new-vendor analysis, vendor selection and demonstrations, contract and relationship considerations, product-integration requirements, third-party connectivity, implementation planning, vendor mapping, business-continuity dependencies, and maintenance of complete and current vendor documentation. This position does not directly supervise the Vendor Management Coordinator. Compiles and maintains project-management policies, procedures, templates, project records, status reports, decision logs, risk and issue documentation, implementation materials, and other assigned documentation. Completes special projects and related organizational initiatives as assigned. Must comply with all company policies and procedures and applicable laws and regulations, including but not limited to the Bank Secrecy Act, the USA PATRIOT Act, and the Office of Foreign Assets Control. Knowledge and Skills EXPERIENCE Two to four years of similar or related experience in project management, project coordination, business operations, vendor management, systems implementation, or process improvement. Experience coordinating cross-functional projects, maintaining project plans and documentation, facilitating meetings, communicating project status, and working with internal stakeholders and third-party vendors is required. Financial services or credit union experience is preferred. EDUCATION/CERTIFICATIONS/LICENSES A college degree, an industry-recognized project-management certification, or commensurate education and experience. Relevant certifications may include project-management or related credentials appropriate to the scope of the position. INTERPERSONAL SKILLS The ability to build credibility and productive working relationships across departments and organizational levels is essential. The position requires strong facilitation, consultation, negotiation, conflict-resolution, and stakeholder-management skills; the ability to influence outcomes without direct authority; and the judgment to adapt communication to executives, business owners, subject-matter experts, technical resources, vendors, and project team members. Must be able to clarify expectations, gain cooperation, surface and resolve competing priorities, communicate risks and difficult information diplomatically, promote accountability, and prepare clear, concise, professional written communications and presentations. OTHER SKILLS Ability to analyze and interpret financial and statistical data. Ability to review legal opinions regarding general operations and recommend appropriate action. ADA Requirements PHYSICAL REQUIREMENTS Is able to bend, sit, and stand in order to perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in an emergency situation. Must be able to operate routine office equipment including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours or travel off site whenever required or requested by management. Must be capable of regular, reliable and timely attendance. WORKING CONDITIONS Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise. MENTAL AND/OR EMOTIONAL REQUIREMENTS Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to complete basic mathematical calculations, spell accurately, and understand computer basics. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters. Acknowledgment Nothing in the position description restricts management's right to assign or reassign duties and responsibilitiesto this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not a contract and should not be construed as a guarantee of employment for any period of time. Topside FCU is an equal opportunity employer with respect to all protected groups, including protected veterans and individuals with disabilities. Topside FCU conforms to all applicable federal, state, and local laws. This policy does not override or alter any regulatory obligations that may apply to specific roles or departments.