Operations Support Specialist, Management

Description

This position is responsible for managing visitor activity at the Operations Center and performing a variety of administrative tasks in support of the Bank’s Third‑Party Risk, Project Management Office (PMO), and Physical Security Programs. The role supports key operational initiatives by coordinating project workflows, maintaining critical records, monitoring vendor relationships, assisting with system access processes, and helping oversee physical security systems across Bank properties.

• 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. Utilize the Bank’s visitor management system to register and track all visitors in accordance with established security policies and procedures. Maintain a professional and efficient check‑in process so that no visitor experiences unnecessary delays and take messages or gather relevant information when Bank personnel are unavailable.
• Meeting & Space Coordination:
  • Oversee the scheduling and management of room reservations to support organizational needs.
  • Coordinate meeting and event logistics, including room setup and post‑event tear down.
  • Serve as the primary point of contact for catering services, ensuring timely and accurate fulfillment of requests.
  • Provide technical support for meeting and event technology, including setup, troubleshooting, and coordination with IT as needed.
• Project Management:
  • Provide administrative support for operation and maintenance of the Bank’s Project Management Program and PMO.
  • Track all new projects submitted via Bank’s project intake form; ensure forms are complete and accurate; work with key stakeholders as required to complete or correct forms.
  • Assist the project management team with proper classification of all new projects.
  • Act as the primary interface for PMO activities with internal stakeholders as appropriate.
  • Manage the project workflows and reporting; maintain and monitor a project management tracking list containing important project dates, milestones, etc.; report all active project status updates to senior leadership and key stakeholders, including variances in project expenses versus budget/estimates.
  • Conduct periodic reviews of the Bank’s project management processes and systems; recommend corrective action as necessary; implement as approved.
  • Respond and/or report to internal and external inquiries on project management issues; recommend correction action as necessary; implement as approved; maintain all records related to Bank project management.
• Physical Security Program:
  • Provide administrative support for operation and maintenance of the Bank’s Physical Security Program; assist with various physical security systems across all Bank properties.
  • Coordinate with and oversee outside contractors engaged to install, service, and maintain the Bank’s security systems, ensuring work is completed in accordance with Bank standards and requirements.
  • Obtain, organize, and maintain all records related to physical security within the Bank designated systems, ensuring accuracy, completeness, and compliance with audit and regulatory expectations.
  • Conduct periodic reviews of the Bank’s various physical security systems; recommend corrective action as necessary; implement as approved.
  • Act as backup for operation and maintenance of the Bank’s Systems Permission system, overseeing all system access requests and provision of system access reports, as applicable.
  • Remain abreast of all Federal and State bank project management regulations and requirements and recommend changes as necessary to ensure continued Bank compliance.
• Third Party Risk:
  • Provide administrative support for the operation and maintenance of the Bank’s Third‑Party Risk Program and the full contract relationship life cycle.
  • Obtain, organize, and record required third‑party vendor reports and documents controls.
  • Maintain an up‑to‑date vendor tracking list that includes critical contract dates, renewal timelines, and other key milestones.
  • Maintain all third‑party vendor documents and records within Bank’s designated…