Vendor - ERM Program Administrator

Who We Are We have the fundamental belief that we, as an organization, can and will improve lives.
Rooted in the centuries-old credit union philosophy of people helping people, we maintain a simple premise.
Those we interact with will receive equal and just treatment, devoid of intolerance, false judgment, racism, or discrimination of any kind.
We must not accept less if we are to fulfill our mission, "We Improve Lives.
" This mission empowers us to serve the greater good and to make a difference in our world.
Our cooperative structure creates a cycle of mutual assistance towards the common goal of the financial well-being of members.
At BHFCU, we’re committed to improving the lives of our members every day, and we look for people who share that passion.
Don’t have a ton of financial industry experience? No problem.
Our onboarding includes an orientation program with ongoing training to help staff further their career at BHFCU by building on their existing strengths.
General Purpose: The Vendor Management / Enterprise Risk Administrator performs the necessary functions to support, maintain and administer BHFCU’s policies and procedures pertaining to our formal Vendor Management Program as well as Enterprise Risk Management.
Essential Duties/Responsibilities Responsible for the ongoing development, management, execution, and administration of BHFCU’s Third-Party Vendor Management Program.
Accountable for the planning, development and execution of third-party vetting, third-party due diligence reviews, ongoing monitoring and risk classifications or risk assessments in support of the banking services and associated third-party relationships BHFCU engages.
Responsible for evaluating risk with current/existing vendors and offering support to appropriate staff (e.
g.
, Relationship Managers or their delegates assigned to particular vendors) to ensure all new third parties onboarded are set up correctly in the system with alerts for ongoing monitoring.
Maintains BHFCU vendor due diligence documentation and provides the same to auditors, clients, or other external parties as necessary.
Maintain knowledge pertaining to risk assessments on organizational controls around information security including cyber and physical, business continuity and disaster recovery, resiliency, privacy, and governance.
Maintain a centralized tracking system of vendor contracts and make recommendations about the software to maximize efficiency and resources.
Create, implement and maintain a training program for appropriate staff, to include the Supervisory Committee, pertaining to Vendor Management.
Create and update procedures and guides for the various Vendor Management processes.
Act as a resource to BHFCU personnel for all questions and information regarding the Vendor Management and the Enterprise Risk Programs.
Assemble and analyze materials across all areas of the Credit Union to assess and identify pertinent risks to BHFCU and its members and make recommendations relative to the mitigation of those risks.
Read and interpret applicable risk documents and analysis received from various sources.
Provide support to the Chief Risk Officer/General Counsel and In-House Counsel including, but not limited to, legal research on various topics involved in Credit Union legal affairs, assistance with compliance/regulatory research and assembly of information as needed by counsel or Compliance Manager, research potential new product offerings and industry approaches/best practices, drafting and transcription of various legal, compliance and operational correspondence and other documents.
Assemble and produce documents for various audits relating to Vendor Management, Enterprise Risk Management, legal matters and insurance items.
Act as the point of contact coordinating and facilitating all Credit Union insurance claims.
Coordinate and facilitate all Credit Union real estate leases.
Maintain all Credit Union leases by ensuring payments are collected.
Ensure the CAO is aware of all lease items such as the expiration of a lease or non-payment.
Complete an annual review and comparisons of selected real estate assessments for the Credit Union’s various real properties as directed by General Counsel and pursue an appeal of the assessment if deemed necessary.
Assist in the preparation of various real estate documents including, but not limited to, restrictive covenants and common access easements.
Assist the Compliance Manager and General Counsel as necessary to maintain BHFCU’s Record Retention Program and act as a resource to BHFCU personnel for questions and information regarding record retention items.
Complete the registration of both state and federal trademarks and ensure that all are maintained by completing renewal documentation and act as a resource to BHFCU personnel for question and information regarding BHFCU’s trademarks.
Act as the liaison for the Compliance/Legal/Risk/Fraud departments as part of the Business Continuity Planning team.
Complete various projects and other duties as directed by the Chief Risk Officer, General Counsel and/or the Compliance Manager.
Other Duties/Responsibilities Additional duties as assigned or required.
Establish and maintain effective working relationships with co-workers and management.
Keep abreast of legal, Third-Party Vendor Management, Enterprise Risk Management and risk trends as well as changes in the financial services industry, reading pertinent materials, attending webinars, joining forums, etc.
Must be able to work in a highly confidential environment.
Job Knowledge Working knowledge of organization's policies/procedures and credit union's service philosophy.
Working knowledge of the credit union's in-house computer system and internet.
Working knowledge of laws, regulations and procedures affecting Credit Union operations.
Basic understanding of legal research, legal terminology and judicial system.
Proficient in applying internal standards, procedures, and techniques.
Working knowledge of the Internet and personal computers and related software equipment.
Knowledge of the Odyssey software and ECourts software for the filing and researching of legal documents.
Knowledge pertaining to state and federal trademark processes.
Knowledge of commercial insurance specifically Property and Business Liability, Auto and Fidelity Bond.
Working knowledge with various commercial real estate matters such as leases, real estate taxes and documentation relating to the purchase of commercial real estate.
Knowledge utilizing third-party risk management tools such as Nvendor and Tandem helpful, but not required.
Thorough understanding of the third-party risk oversight processes (i.
e.
, risk assessments, due diligence, ongoing monitoring, etc.
) and the ability to develop program maturity enhancements.
Knowledge of third-party due diligence documentation, including financial reports and service organization controls audit reports (SOC, SSAE18).
Job Qualifications (Skills) Black Hills FCU is committed to working with its employees to reasonably accommodate them with the physical aspects of the position.
The following list outlines the physical considerations that are normally encountered in this job.
Vision: A sighted person to handle cash transactions and verify financial transactions.
Ability to complete necessary paperwork.
Speech/Hearing: Ability to communicate verbally and in writing with staff, members and vendors.
Manual Dexterity: Ability to perform necessary computer-related input.
Physical Mobility: Limited mobility required.
Job Qualifications (Ability) Ability to understand and follow complex written and oral instructions.
Ability to comprehend complex rules and analysis and be able to disseminate that knowledge in a clear and understandable format to others.
Ability to maintain a workload comprised of various matters with capacity to perform day-to-day operational tasks with autonomy and independence.
Ability to express oneself, clearly and concisely, both orally and in writing.
Ability to prepare and maintain confidential records and reports.
Ability to compose and/or prepare business correspondence and legal documents.
Ability to conduct basic legal research and convey findings.
Ability to interact with more than one department daily.
Ability to use a rational and organized approach to completing tasks including follow-up through to completion.
Ability to provide friendly, professional and accurate service and support to all staff, members, and external contacts.
Job Qualifications (Education/Experience) Job requires a two-year college level or equivalent of language, math and reasoning skills.
Formal training should be supplemented with continuing education.
Three years experience in a related field with equal responsibilities is acceptable.
Certification in Vendor Management and Enterprise Risk Management is preferred.
Working Conditions Material and Equipment Involved Personal Computer Presentation Aids Signature Pads WebEx Tablet and Mobile Devices PA Sound System Video Recording Devices Scanners Projectors and Screens PowerPoint Photocopy Machine Excel Various Software Applications Word NVendor/NContracts Salesforce Work Environment/Physical Activities Occasional travel to one of BHFCU’s branch locations or attendance at community events may be required.
Job requires limited physical effort.
It is primarily a desk assignment.
Work within a highly structured and closely supervised environment.
Ability to function in a fast-paced area.
Ability to handle multiple tasks simultaneously.
Work creates normal fatigue daily.
Work creates moderate stress during certain periods during daily routine.
The job calls for a high degree of mental concentration to interpret and act upon a wide range of situations.
The job requires a degree of attention to details.
Notice: This job description is not intended to be, nor should it be construed as, a contract or guarantee for employment.
BHFCU adheres to all federal and state labor laws regarding termination and probationary periods.
This position is also subject to all the personnel policies of the Black Hills Federal Credit Union.
Changes may be made to this job description at any time by the President.
Black Hills Federal Credit Union is an equal opportunity employer.
Black Hills Federal Credit Union is an equal opportunity employer.
All applicants will receive consideration without regard to age, race, color, sex, sexual orientation, genetic information, religion, national origin, disability, veteran status, or any other status or condition protected by state or federal law.
BHFCU will provide reasonable accommodation to qualified persons with a disability but who are otherwise able to perform the essential functions of the job.