Program Manager Assistant

Job Description

REQUIREMENTS

• High school diploma required; associate’s or bachelor’s degree preferred
• Strong attention to detail and comfort working through multi-step processes
• Proficiency in Microsoft Office Suite, especially Excel and Outlook
• Experience with project tracking or workflow management tools a plus
• Clear and professional written and verbal communication skills
• Ability to manage a task list independently and follow through on action items
• Prior administrative, operations, or vendor coordination experience a plus but not required

RESPONSIBILITIES

1. Vendor Audit & Reconciliation

• Compare vendor records across internal systems to identify gaps, duplicates, and discrepancies
• Identify internal relationship owners for each vendor and coordinate with them to initiate the required approval process
• Track progress across the full vendor population and follow up until all vendors are fully reviewed and approved

2. Vendor Data Migration

• Export and transfer vendor records from legacy systems into the new vendor management platform
• Map and update data fields from existing project tracking tools into the corresponding fields in the new system, ensuring accuracy and completeness throughout the migration

3. Annual Vendor Oversight

• Coordinate outreach to distribute vendor questionnaires to all active vendors on an annual basis
• Collect and organize completed risk assessments
• Assign oversight responsibilities to the appropriate internal owners
• Facilitate the vendor approval workflow through to completion

4. New Vendor Onboarding (Ongoing)

• Intake new vendor requests and initiate the onboarding workflow in the vendor management system
• Assign and distribute the appropriate due diligence questionnaire to the vendor
• Upon receipt of the completed questionnaire, schedule and facilitate a review meeting with internal subject matter experts
• During review meetings: capture notes, support completion of the risk assessment, and document assigned oversight responsibilities
• Monitor all oversight tasks through to completion, following up with owners as needed
• Once all approvals are received, route the vendor engagement to the contracting team
• After contracting is finalized, record any identified fourth-party relationships in the vendor management system

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