Banking Operations Administrator

Salary Grade: 16

SUMMARY:

The Banking Operations Administrator is responsible for coordinating department-wide operational initiatives, supporting strategic projects, facilitating regulatory and audit activities, coordinating risk management processes, and providing operational and administrative support to the Managing Director, Banking Operations.

This position serves as the central point of coordination for Banking Operations initiatives, annual planning activities, project governance, operational reporting, audit readiness and follow-up, policy administration, and cross-functional communication. The role helps ensure departmental priorities remain organized, projects remain on schedule, documentation and procedures remain current, stakeholders are engaged, and operational objectives are achieved.

The position works collaboratively with the leaders of Treasury Management Operations, Payment Operations, Card Services, Quality Control, Retirement Plan Services, Product Development, Commercial Banking, Retail Banking, Information Technology, Compliance, Risk Management, Internal Audit, Finance, Marketing, and other business units to facilitate operational initiatives, support implementation activities, monitor progress, and promote operational excellence.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES:

Department Coordination & Project Support

1. Coordinate department-wide operational initiatives and strategic projects across Banking Operations.
2. Support department leaders in planning, implementing, and monitoring operational initiatives, system enhancements, product implementations, and process improvements.
3. Track project milestones, deliverables, dependencies, and implementation timelines, providing regular status updates to leadership.
4. Participate in project meetings by documenting decisions, tracking action items, and following up on assigned activities.
5. Coordinate the annual review and update of departmental procedures, ensuring reviews are completed by the appropriate business owners.
6. Monitor completion of recurring monthly, quarterly, and annual reporting requirements and regulatory submissions, following up with responsible business areas as needed.

Operational Support

1. Provide operational and administrative support to the Managing Director of Banking Operations.
2. Assist in preparing executive presentations, operational reports, dashboards, and meeting materials.
3. Coordinate departmental administrative activities, including budget tracking, vendor documentation, and recurring governance activities.
4. Maintain schedules and tracking for audits, examinations, committee meetings, annual reviews, and strategic initiatives.

Audit, Compliance & Regulatory Coordination

1. Coordinate departmental activities related to internal audits, external audits, and regulatory examinations.
2. Facilitate collection of requested documentation and responses from the appropriate operational areas.
3. Monitor progress of audit recommendations, examination findings, and corrective action plans, communicating status updates to department leadership.
4. Coordinate periodic reviews of departmental policies, procedures, desktop guides, and operational documentation.
5. Support department leadership in maintaining ongoing regulatory readiness.

Risk Management

1. Coordinate department-wide operational risk assessment activities and annual risk reviews.
2. Assist department leaders in maintaining risk inventories, issue logs, action plans, and control documentation.
3. Support business continuity planning, disaster recovery documentation, and operational resilience activities.

Operational Reporting & Process Improvement

1. Assist in developing departmental project tracking tools, dashboards, and operational reports.
2. Analyze operational data and provide information to leadership to support decision-making and continuous improvement efforts.
3. Coordinate process improvement initiatives by tracking implementation activities.
4. Assist in developing standardized documentation, workflows, and reporting practices across Banking Operations.
5. Monitor operational improvement opportunities and support implementation efforts led by department leadership.
6. Serve as a liaison between Banking Operations and cross-functional business partners to facilitate communication and project coordination.
7. Monitor project progress and communicate within Banking Operations; implementation status, risks, dependencies, and outstanding action items.

Documentation & Governance

1. Coordinate annual reviews of departmental policies, procedures, operating manuals, and supporting documentation.
2. Monitor completion of required documentation updates by business owners.
3. Maintain centralized repositories for policies, procedures, meeting materials, project documentation, governance records, and operational reference materials.
4. Assist with preparation of governance reports, committee materials, and executive documentation.

QUALIFICATIONS:

EDUCATION & CERTIFICATIONS:

• Bachelor’s degree in business administration, Finance, Banking, Management, Project Management, or a related field required, equivalent combination of education and relevant experience may be considered.

EXPERIENCE:

• Five (5) or more years of progressively responsible experience in banking operations, financial services, project coordination, business administration, operations management, or a related field.
• Experience coordinating cross-functional operational initiatives or projects within a regulated financial services environment.
• Experience supporting regulatory examinations, audits, risk management activities, or operational governance preferred.
• Experience preparing executive presentations, operational reporting, dashboards, and management communications.
• Demonstrated experience coordinating multiple initiatives while maintaining attention to detail and meeting deadlines.
• Experience working collaboratively with senior leadership and cross-functional business partners.
• Previous experience with project management software, workflow management tools, or reporting platforms is preferred.
• Experience supporting banking technology implementations, operational conversions, or enterprise initiatives is highly desirable.

KNOWLEDGE, SKILLS & ABILITIES:

• Working knowledge of banking operations, deposit (banking) operations, treasury management, payment operations, card services, or related financial services functions.
• Understanding of banking regulatory requirements, operational risk management principles, internal controls, and audit processes.
• Familiarity with policy and procedure management, documentation standards, and operational process mapping.
• Understanding of business continuity planning, operational resilience, and risk management concepts.
• Knowledge of operational reporting, performance metrics, and continuous improvement methodologies.
• Familiarity with vendor management, budget tracking, and governance committee support is preferred.
• Familiarity with banking core systems, workflow applications, document management systems, and reporting tools preferred.
• Working knowledge of Microsoft Office applications.
• Strong written, oral and interpersonal communications skills.

COMPETENCIES:

• Must have cyber security awareness to protect the digital environment, the Bank, and customers.
• Strong organizational and time-management skills