Vendor Management Specialist

Employment Type: Full-Time, Hybrid #LI-HYBRID

Entry Salary Range: $25.30-$30.36 per hour with an annual award opportunity based on individual and credit union performance.

Comprehensive Benefits Package

We're committed to supporting your well-being and work-life balance through a robust benefits offering:

Health & Wellness

• Medical, dental, and vision insurance to keep you and your family healthy.

Financial Peace of Mind

• 401(k) with company match, life insurance, and disability coverage.

Time Off

• Generous paid time off (PTO), paid holidays, and paid parental leave.

Professional Growth

• Learning and development programs, plus tuition reimbursement to support your career journey.

Additional Perks

• Free Telemedicine
• Employee Assistance Program (EAP)
• Wellness initiatives
• Paid Community Action Volunteer Hours

*Parental Leave and Tuition Reimbursement are available after one year of service

What you should know about the role

The Vendor Management Specialist partners with Advia’s vendor owners to manage vendor relationships and contracts for the credit union, from onboarding to termination. The Vendor Management Specialist will use the vendor management software system to input vendor contracts, place orders for due diligence, track oversight efforts, and produce reports for executive management. The Vendor Management Specialist will also attend project meetings to facilitate vendor onboarding, communicate with vendor partners during service interruptions, and track vendor related issues and remediation. The Vendor Management Specialist will ensure that Advia’s vendor management program is compliant with regulatory requirements and industry best practices. This is accomplished by providing outstanding service to both internal and external members as defined by living and demonstrating the core values of the credit union; Act with Integrity, Drive Progress, Build & Strengthen Relationships and Keep People at the Core.

What you should know about Advia

Advia is a fast-growing Credit Union that is positioned in the top 3% of credit unions across the United States. We serve almost 200,000 members with assets over $3 Billion. We offer very similar product and services as the big banks with a focus on saving our members money while providing financial advantages. We are rooted in our communities and believe we have a responsibility to give back outside of our four branch walls through volunteering and charitable donations. The work environment at Advia is fast-paced, performance based, and fun infused. We certainly live by the saying "work hard, play hard." As an employee of Advia, you can expect regular and constructive feedback, development opportunities, great benefits, excellent co-workers and engaged managers.

Major Duties and Responsibilities

• Maintains the vendor management software system and ensure that all vendor contracts are entered and updated accurately and timely. Ensures decisions are made and documented related to expired or expiring contracts and that proper notification is provided for terminations.
• Attends project meetings to facilitate vendor onboarding and coordinate with internal stakeholders and vendor representatives. Works with Advia’s Compliance Attorney to ensure contracts are reviewed and all steps are completed prior to execution.
• Place orders for due diligence on new and existing vendors, including financial, operational, security, and reputational reviews. Acts as the subject matter expert to review Business Continuity Plans for third parties.
• Partners with vendor owners and internal subject matter experts to complete and track the oversight efforts for each vendor, including periodic audit reviews, assessments, surveys, and performance reviews.
• Leads discussions, creates agenda items, and facilitates Vendor Management Committee meetings quarterly.
• Creates and produces training materials for vendor relationship managers, keeping policies and procedures current as laws and regulations which affect third party risk management change. Conducts periodic touch-base meetings with vendor owners to address questions or concerns that relate to Advia’s vendor management program. Answers teammates questions regarding vendor management via Advia’s Help Desk ticketing system.
• Facilitates communication with vendor partners during service interruptions and ensures that service level agreements are met, and issues are resolved.
• Tracks vendor related issues, remediation and escalates to senior management as needed.
• Produces reports for management regarding status of the vendor management program.
• Ensures that the vendor management program is compliant with regulatory requirements and industry best practices.
• Partners with Internal Audit and other credit union departments to facilitate requests during periodic regulatory examinations.
• Must comply with applicable laws and regulations, including but not limited to, the Bank Secrecy Act, the Patriot Act, and the Office of Foreign Assets Control. Additionally, all employees must follow policies and procedures to minimize risk by exercising judgment, raising questions to management, and adhering to policy guidelines.

Experience

Three years to five years of similar or related experience, including preparatory experience.

Education/Certifications/Licenses

A college degree.

Interpersonal Skills

A significant level of trust, credibility and diplomacy is required. In-depth dialogue, conversations and explanations with customers, direct and indirect reports and outside vendors can be of a sensitive and/or highly confidential nature. Communications may involve motivating, influencing, educating and/or advising others on matters of significance. Typically includes subject matter experts as well as first level to middle managers.

Physical Requirements

Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in emergency situation. Must be able to operate routine office equipment including telephone, copier, facsimile, and calculator. Must be able to routinely perform work on computer for an average of 4-6 hours per day. Must be able to work extended hours 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 private office with minimal noise.

Mental and/or Emotional Requirements

Must be able to perform job functions independently and work effectively either on own or as part of a team. Must be able to plan and direct the work activities of self and others. Must be able to read and carry out various complicated written and oral instructions. 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.