Project Administrator

    • Job Tracking ID: 512568-840369
    • Job Location: Goleta, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: 02/15/2023
    • Years of Experience: 2 - 5 Years
    • Starting Date: 01/23/2023
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Job Description

At Community West Bank, we put deposits to work locally, making loans to businesses, families and non-profit organizations. We are the largest publicly traded and only community bank headquartered and serving California’s Central and South Coast area of Ventura, Santa Barbara and San Luis Obispo counties, with full-service branches in Goleta, Oxnard, Paso Robles, San Luis Obispo, Santa Barbara, Santa Maria, and Ventura. We were named one of the Central Coast Best Places to Work by the Pacific Coast Business Times, and we love working here and think you may too!

Community West Bank team members support and foster the values character, quality, people, community, and achievement. We live and breathe these attributes with all we do. As an integral member of the IT-Operations team for Community West Bank, this position will provide extraordinary customer service to our internal team members and external customers, exemplifying the Bank’s values and our dedication to quality and service. This position will have direct responsibility as an IT-Operations team member to assist in the accomplishment of the Department Business Plan goals and objectives. This position will elevate the team as a member of the Bank’s high-performance culture that emphasizes empowerment, quality, productivity, ethical standards, goal attainment and the ongoing development of CWB’s vision to become the bank of choice, providing an unparalleled experience for our clients, employees, and community.


The Project Administrator provides primary assistance to the Project & Facilities Manager and Chief Operations Officer. This position will also assist and support the business units within the IT and Operations Division including IT & Application Services, Central Operations, eBanking/Treasury Management, and Facilities. Duties will encompass basic project administration; clerical, analytical and administrative duties including coordinating Project Review and Portfolio oversight; coordination of certain management and board Committees activities, preparing management reports, maintaining Division & Project files and repositories; answering inquiries; and, other duties as assigned. This position performs all essential duties in compliance with regulatory requirements as well as Bank policies and procedures.

Essential Duties:

* Project Administration (70-80%):
? Develop project business cases and plans that identify project goals, timelines, resource requirements, reporting structure and project methodology (scope, schedule, cost, risk, quality, customer expectations and satisfaction, team management [cross-functional and cross organizational], and partner management)
? Assemble and coordinate project teams consisting of IT/Operations, internal departments, or vendor resources
? Establish project meeting agendas, schedules, and minutes/reporting requirements
? Provide adequate and timely execution of communication plans
? Create and maintain project documents and archive, inclusive of project portfolio tracking, according to established standards and best practices
? Assist functional teams identify, pursue and close strategic business development opportunities
? Translate business requirements into technology requirements for inclusion in contracts and/or statements of work
? Identify and resolve project issues, interface with project members for rectification of issues and emergencies
? Liaise between vendor resources and respective bank project or management teams

* Operations Administration (20-30%):
? Perform complex administrative and analytical duties involving contact with and exposure to highly confidential materials and information
? Coordinate the Bank’s Operations and Project Oversight methods, including setting up IT Steering (ITSC), Information Security, Technology & Cybersecurity (TCC) committee meetings; uploading agenda and meeting materials and other committee action items to the appropriate location; taking accurate minutes; distributing approved follow-up action items to appropriate parties; and maintaining records of approvals and decisions
? Coordinate the preparation of monthly, quarterly, and annual management reports for CWB Board meetings
? Review and obtain approval for IT/Operations expense items
? Ensure that appointments are timely and accurately scheduled, maintain Outlook calendar for the COO, and coordinate meetings utilizing meeting planning skills and the Outlook system
? Respond timely to requests for information from internal groups/employees and external relationships
? Coordinate training lunches or similar staff events
? Provide back-up support for front desk reception and Executive Assistants
* Meets response and resolution times as defined in service level agreements and/or service requests, and follows established processes to meet service level commitments
* Cross trains in additional functions of the department
* Develop and implement effective processes to identify, escalate, report, track and remediate risk related issues
* Completes all required regulatory training as assigned within deadlines established including BSA, Bank Security and any other training as assigned, within required timeframes and on an annual basis
* Other duties and/or projects as assigned by supervisor

Community West Bank is an EEO/AA/Disability/Vets Employer. Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Experience and Skills

* Undergraduate degree in Business, Accounting, or Finance or an equivalent combination of education, training and experience
* Minimum 2 years of related experience, preferably at a financial institution
* Project Management Certification desired but not required based on experience
* General understanding of project management methodologies and technical terms
* Comprehensive knowledge and skills in MS Office, including Word, Excel, PowerPoint
* High level knowledge of bank policies, procedures and banking laws and regulations
* Working knowledge of the bank’s loan and deposit system
* Awareness of operational responsibility for Regulatory and Audit issues:
* Office of Foreign Assets Control (OFAC), Bank Secrecy Act (BSA), CRA, Affirmative Action, Americans with Disabilities Act (Title I), GLB Privacy Act, CCPA, Bank Bribery Laws, Civil Rights Act (Title VII), Family & Medical Leave Act, Wage and Hour Regulations, and applicable California Civil Code
* Regulatory and privacy and security concerns
* Appropriate banking laws, regulations, internal policies and procedures. Regulations directly applicable to this position include Reg. CC, D, DD, E, B, C, H, O, U, X, and Z.
* Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty
* Providing high quality customer service whether to the internal or external customer
* Ability to put people first in all aspects of your position
* Work with the intent of the betterment of our community
* Leadership and coaching
* Have a keen sense of self-awareness with how you work, mentor, and coach
* Exhibit humility, approachability and listen
* Recognize the successes of your team and see the possibilities for growth, not the misses that were made
* Relax, have fun and don’t take yourself too seriously
* Ability to effectively comprehend and interpret Bank policies and procedures in the work environment
* Ability to work independently and collaborate effectively as a team member
* Ability to exercise good judgment in making decisions
* Ability to work under pressure, prioritize and meet deadlines
* Ability to complete tasks within prescribed time frames
* Ability to manage and develop personnel resources
* Ability to disseminate information and guidelines clearly to employees and check for understanding
* Exhibit high degree of professionalism in handling and having access to sensitive information, and protect and maintain that confidential information
* Excellent interpersonal skills to communicate effectively with a wide range of employees and customers.
* Professional in appearance, and in verbal and written communication
* Proficient with: MS Word, Excel, Outlook, Internet

Job Benefits

Compensation:  Salary ranges from $65,000 to $92,000 per year.  The salary range is determined by the role, job duties, and position level and reflect the minimum and maximum target for  new hire salaries.  Within the range, individual pay is determined by job – related skills, experience, and relevant education or training.

Generous vacation leave policies including additional sick days and all Federal holidays off

Employer paid medical, dental and vision insurance for the employee

401k with employer contributions

Annual cash incentive plan

Free financial and retirement planning services

Ancillary benefits available include critical illness & accident insurance, legal and identity theft protection, pet insurance