Project, Vendor, & Security Administrator

Kennebec Savings Bank•Augusta, ME

About The Position

POSITION SUMMARY: The Project, Vendor, and Security Administrator plays a key role in supporting the Bank’s operational, technological, and security objectives. This position is responsible for coordinating and tracking project activities, assisting with third-party vendor oversight and due diligence, and supporting day-to-day physical security processes. The role ensures that project deliverables are met on schedule, vendor relationships align with Bank standards, and security procedures are consistently followed. This role requires strong attention to detail, effective communication skills, and the ability to collaborate with departments across the organization to maintain compliance, operational efficiency, and a secure environment. KEY RESPONSIBILITIES: Project Management: Oversee the operation and maintenance of the Bank’s Project Management Program and Project Management Office (PMO). Lead or support project management team with the proper classification of all new projects. Maintain comprehensive project documentation, timelines, reporting, and stakeholder communications. Support stakeholders in developing project charters, ensuring effective coordination of resources, schedules, costs, quality, scope, goals, and risks using established Bank project management tools and templates. Ensure timely communication and documentation for internal teams and stakeholders and coordinate any necessary communications to Bank customers. Respond to internal and external inquiries related to project management, recommend correction actions when needed, and implement approved solutions. Maintain all records associated with the Bank’s project management activities. Third Party Risk: Support the operation and maintenance of the Bank’s Third-Party Risk Program (TPRM) and vendor contract lifecycle. Assist the implementation and optimization of TPRM tools, platforms, and automation workflow. Lead or support TPRM-related projects, initiatives, and process improvement efforts to enhance governance, efficiency, and risk visibility. Assist with the management of the full lifecycle of third-party risk, including onboarding, due diligence, ongoing monitoring, and offboarding of vendors. Conduct the initial security, privacy, and compliance risk assessments on new and existing third parties, evaluating controls, certifications, and potential gaps. Support with the review and validation of SOC 1/SOC 2 reports, penetration tests, incident response plans, business continuity/DR documentation, and other vendor security evidence. Maintain the third-party risk inventory, ensuring accurate classification of vendors based on criticality and inherent risk. Track remediation plans, follow-up actions, and risk treatment activities with internal stakeholders and vendors. Physical Security Program: Support the operation and maintenance of the Bank’s Physical Security Program and all physical security systems across Bank properties. This includes oversight of all outside contractors engaged to install and maintain the Bank’s security systems. Support the day-to-day operation of the organization’s physical security program across all facilities. Serve as backup to the Operations Support Specialist for on-site reception. Greet visitors to the Operations Center immediately upon arrival and ensure they are promptly and accurately directed to the appropriate Bank personnel. Use the Bank’s visitor management system to register and track all visitors in accordance with established security policies and procedures. Maintain a professional, courteous, and efficient check-in process to prevent unnecessary delays and take messages or collect relevant information when Bank personnel are unavailable. Monitor and maintain physical security systems, including access control, alarm systems, video surveillance, and visitor management platforms. Conduct routine inspections of buildings, branches, and critical infrastructure to identify vulnerabilities and ensure compliance with physical security standards. Coordinate with facilities, property management, and external vendors to address security issues, repairs, and system upgrades. Assist in planning and implementing physical security projects such as camera installations, alarm integrations, and access control expansions. Respond to physical security incidents, alarms, and alerts, escalating as appropriate. Conduct or support investigations involving security events, unauthorized access, theft, property damage, or workplace safety concerns. Maintain accurate incident reports, logs, and investigative documentation. Remain abreast of all Federal and State bank project management regulations and requirements and recommend changes to as necessary to ensure continued Bank compliance. Comply with all applicable Federal and State banking regulations and all Bank operating policies and procedures. Meet or exceed performance standards and objectives established for Project, Vendor & Security Administrator performance. Support Bank products/services: Maintain knowledge of current Bank products and services. Actively utilize as many Bank products and services as possible in order to fully understand their features and benefits and to be able to communicate effectively with customers and prospective customers. Community/public relations: Actively participate in community organizations and events. Represent the Bank in the community. Other outside activities: Actively participate in industry trade group meetings and educational programs to remain abreast of current issues and requirements affecting Bank operations and job performance. Other duties: Demonstrate reliable attendance and punctuality. Attend and participate in Bank meetings. Attend internal and external training to improve skills and knowledge relevant to the position. Understand and fully comply with Kennebec Savings Bank’s Core Values. Perform other duties as required.

Requirements

Associate’s degree, with a concentration in Banking, Business or other appropriate area. Equivalent work experience in lieu of educational standard is acceptable.
Computer literate, with specific experience in M365, Microsoft Word and Excel.
Experience with project management software such as MS Project
Experience with technical documentation, flowcharts, and schedule.
Must possess a valid driver’s license, the use of a serviceable automobile that is properly registered and proper liability automobile insurance as required by state law.
Must be able to lift files and other documents of approximately 10 pounds.
Must be able to read and work with printed reports.
Must be able to spend extended periods of time working on a computer.
Must be able to communicate clearly by telephone; must have good listening ability and skills.
Must have public speaking ability.
Must have exceptional time-management and organizational skills.
Must have strong written communications skills, including letter and report-writing ability.
Must have ability to work in a fast-paced environment.
Must have strong analytical and critical thinking skills.
Must be able to prioritize and organize work flow; must have good attention to detail; must be able to handle multiple jobs.
Must have the ability to think through a problem, following proper steps in finding resolution.
Must have a high degree of ethics and maintain confidentiality of security practices and contracts.
Must be friendly, courteous and sensitive to the needs of coworkers.

Nice To Haves

Familiarity with Federal and State banking regulations is desirable.
Experience in regulatory compliance management is desirable.

Responsibilities

Oversee the operation and maintenance of the Bank’s Project Management Program and Project Management Office (PMO).
Lead or support project management team with the proper classification of all new projects.
Maintain comprehensive project documentation, timelines, reporting, and stakeholder communications.
Support stakeholders in developing project charters, ensuring effective coordination of resources, schedules, costs, quality, scope, goals, and risks using established Bank project management tools and templates.
Ensure timely communication and documentation for internal teams and stakeholders and coordinate any necessary communications to Bank customers.
Respond to internal and external inquiries related to project management, recommend correction actions when needed, and implement approved solutions.
Maintain all records associated with the Bank’s project management activities.
Support the operation and maintenance of the Bank’s Third-Party Risk Program (TPRM) and vendor contract lifecycle.
Assist the implementation and optimization of TPRM tools, platforms, and automation workflow.
Lead or support TPRM-related projects, initiatives, and process improvement efforts to enhance governance, efficiency, and risk visibility.
Assist with the management of the full lifecycle of third-party risk, including onboarding, due diligence, ongoing monitoring, and offboarding of vendors.
Conduct the initial security, privacy, and compliance risk assessments on new and existing third parties, evaluating controls, certifications, and potential gaps.
Support with the review and validation of SOC 1/SOC 2 reports, penetration tests, incident response plans, business continuity/DR documentation, and other vendor security evidence.
Maintain the third-party risk inventory, ensuring accurate classification of vendors based on criticality and inherent risk.
Track remediation plans, follow-up actions, and risk treatment activities with internal stakeholders and vendors.
Support the operation and maintenance of the Bank’s Physical Security Program and all physical security systems across Bank properties.
Support the day-to-day operation of the organization’s physical security program across all facilities.
Serve as backup to the Operations Support Specialist for on-site reception.
Greet visitors to the Operations Center immediately upon arrival and ensure they are promptly and accurately directed to the appropriate Bank personnel.
Use the Bank’s visitor management system to register and track all visitors in accordance with established security policies and procedures.
Maintain a professional, courteous, and efficient check-in process to prevent unnecessary delays and take messages or collect relevant information when Bank personnel are unavailable.
Monitor and maintain physical security systems, including access control, alarm systems, video surveillance, and visitor management platforms.
Conduct routine inspections of buildings, branches, and critical infrastructure to identify vulnerabilities and ensure compliance with physical security standards.
Coordinate with facilities, property management, and external vendors to address security issues, repairs, and system upgrades.
Assist in planning and implementing physical security projects such as camera installations, alarm integrations, and access control expansions.
Respond to physical security incidents, alarms, and alerts, escalating as appropriate.
Conduct or support investigations involving security events, unauthorized access, theft, property damage, or workplace safety concerns.
Maintain accurate incident reports, logs, and investigative documentation.
Remain abreast of all Federal and State bank project management regulations and requirements and recommend changes to as necessary to ensure continued Bank compliance.
Comply with all applicable Federal and State banking regulations and all Bank operating policies and procedures.
Meet or exceed performance standards and objectives established for Project, Vendor & Security Administrator performance.
Maintain knowledge of current Bank products and services.
Actively utilize as many Bank products and services as possible in order to fully understand their features and benefits and to be able to communicate effectively with customers and prospective customers.
Actively participate in community organizations and events.
Represent the Bank in the community.
Actively participate in industry trade group meetings and educational programs to remain abreast of current issues and requirements affecting Bank operations and job performance.
Demonstrate reliable attendance and punctuality.
Attend and participate in Bank meetings.
Attend internal and external training to improve skills and knowledge relevant to the position.
Understand and fully comply with Kennebec Savings Bank’s Core Values.
Perform other duties as required.