Project & Vendor Management Administrator

Topside Federal Credit Union•Fredericksburg, VA

22h

About The Position

The Project & Vendor Management Administrator plans, coordinates, and drives organizational projects from evaluation and initiation through implementation and closeout. The role partners with executive sponsors, business owners, project teams, and vendors to establish project scope, requirements, plans, resources, timelines, risks, deliverables, testing, training, and measures of success. It also supports project governance, reporting, and continuous improvement, and provides guidance to the Vendor Management Coordinator on vendor analysis, selection, contracts, relationships, documentation, integrations, and related considerations. This position does not directly supervise the Vendor Management Coordinator. The role maintains project-management standards, tools, templates, records, and practical resources; evaluates proposed initiatives; facilitates Project Council meetings; and reviews projects for lessons learned and opportunities to improve organizational processes and stakeholder experiences. It also compiles project documentation, completes assigned special projects, and complies with company policies and applicable laws and regulations, including the Bank Secrecy Act, USA PATRIOT Act, and Office of Foreign Assets Control requirements.

Requirements

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.
A college degree, an industry-recognized project-management certification, or commensurate education and experience.
Ability to build credibility and productive working relationships across departments and organizational levels.
Strong facilitation, consultation, negotiation, conflict-resolution, and stakeholder-management skills, including the ability to influence outcomes without direct authority.
Sound judgment in adapting communication to executives, business owners, subject-matter experts, technical resources, vendors, and project team members.
Ability to clarify expectations, gain cooperation, address competing priorities, communicate risks and difficult information diplomatically, and promote accountability.
Ability to prepare clear, concise, professional written communications and presentations.
Ability to analyze and interpret financial and statistical data.
Ability to review legal opinions regarding general operations and recommend appropriate action.
Ability to perform primarily sedentary work, including bending, sitting, and standing, with occasional lifting of up to 10 pounds.
Ability to climb and descend stairs in an emergency and operate routine office equipment, including computer terminals and keyboards, telephones, copiers, facsimiles, and calculators.
Ability to routinely work on a computer for an average of 6–8 hours per day when necessary.
Ability to work extended hours or travel off site when required or requested by management.
Ability to maintain regular, reliable, and timely attendance.
Ability to work independently or with limited supervision, and effectively alone or as part of a team.
Ability to follow written and oral instructions, perform basic mathematical calculations, spell accurately, and understand computer basics.
Ability to speak clearly and deliver information in a logical, understandable sequence.
Ability to deal calmly and professionally with diverse personalities at various organizational levels and demonstrate discretion and strong customer service.
Ability to perform under deadline pressure while maintaining accuracy and quality, handle multiple changing priorities, and exercise discretion with confidential matters.

Nice To Haves

Financial services or credit union experience.
Relevant project-management or related certifications appropriate to the scope of the position.

Responsibilities

Oversee and complete assigned organizational projects from evaluation and initiation through implementation and closeout.
Partner with executive sponsors and business owners to develop project charters and comprehensive plans covering scope, objectives, requirements, deliverables, timelines, dependencies, resources, testing, training, implementation, and success measures.
Assign and coordinate project tasks based on team members’ roles and expertise.
Monitor project performance, risks, issues, decisions, and change requests; maintain documentation; and communicate status and critical issues to management and stakeholders.
Evaluate proposed projects for strategic alignment, funding, duplication, organizational impact, feasibility, resources, technology and hardware needs, vendor dependencies, risk, and readiness.
Prepare project analyses and recommendations, facilitate Project Council meetings, report on active projects and resource considerations, and ensure proposed initiatives have appropriate sponsorship, ownership, and success measures.
Maintain project-management standards, templates, tools, records, and practical how-to resources.
Review active and completed projects for lessons learned, process gaps, cost efficiencies, and opportunities to improve products, pricing, policies, procedures, workflows, technology, and stakeholder experience.
Assist and advise the Vendor Management Coordinator, as appropriate, on vendor analysis and selection, demonstrations, contracts and relationships, product integrations, third-party connectivity, implementation planning, vendor mapping, business-continuity dependencies, and vendor documentation.
Compile and maintain project policies, procedures, templates, project records, status reports, decision logs, risk and issue documentation, implementation materials, and other assigned documentation.
Complete special projects and related organizational initiatives as assigned.
Comply with company policies and procedures and applicable laws and regulations, including the Bank Secrecy Act, USA PATRIOT Act, and Office of Foreign Assets Control requirements.