Third-Party Documents Administrator, Vice President Details

Third-Party Documents Administrator, Vice President

Mufg Union Bank, National Association - Charlotte, NC

Employment Type : Full-Time

Do you want your voice heard and your actions to count? Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), the 5th largest financial group in the world (as ranked by S&P Global, April 2020).In the Americas, we’re 13,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, developing positive relationships built on integrity and respect. It’s part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. We’re a team that accepts responsibility for the future by asking the tough questions and owning the solutions. Join MUFG and be empowered to make your voice heard and your actions count. Job Summary:The Third-Party Documents Administrator role will manage documents with third-party vendors for a wide variety of services, including software license/implementation/maintenance, financial products and services, subscriptions, property maintenance/construction, marketing, training, and consulting. The incumbent will work closely with internal business resources and procurement stakeholders to ensure all third-party agreements meet MUFG’s legal and third-party management policies. The Third-Party Documents Administrator will partner with internal stakeholders including but not limited to, corporate legal, risk, compliance, information security, finance and business to bring procurement resources, tools, methodologies and judgment to business units in a collaborative environment that values insight, creative thinking, group problem solving, intellectual curiosity and a growth mindset. The incumbent will use established processes to generate, manage and execute all third-party vendor documents. In addition, the incumbent will work with finance and associated business units to budget and track new spend, ongoing renewals, software license, maintenance, support, subscriptions, and/or other third-party document requirements and commitments. Major Responsibilities: 70% Oversee preparation and review of all third-party documents in accordance with internal requirements and standards:

• Correspond and exchange drafts with, discuss, and resolve issues in third-party documents directly with the relevant third parties in a cooperative and professional manner in order to resolve conflicts and reach final resolution within the required internal timeframes.
• Work with internal stakeholders, including the legal department, and adhere to internal policies and procedures related to obtaining approvals for changes to the terms of third-party documents.
• Mitigate third-party document risk by ensuring adherence to internal company policy and procedures.
• Will cooperate and effectively communicate with various internal stakeholders to negotiate agreement on optimal Bank terms and in accordance with governance processes.
• Coordinate and work with second line of defense functions including the third-party risk management organization in order to ensure adherence to third-party risk management and other second line of defense requirements.
• Provide support to the sourcing organization in connection with preparing documents for RFPs and responding to RFP requests
• Produce third-party documents that are consistent with company policies and business objectives
• Plan and execute a third-party document management strategy for each engagement in a timely manner while remaining flexible to changing circumstances and needs
• Effectively and professionally communicate with fellow third-party document administrators, leadership, the legal department, and third parties as needed
• Serve as the central point of contact for third-party document engagements and apply organizational skills and influence to ensure third-party engagements are completed in accordance within internal requirements and timelines

15% Perform administrative and review related tasks related to the management and research of third-party documents:

• Perform assigned tasks related to third-party engagement intake and review
• Assist internal stakeholders with third-party document research as needed to support company initiatives
• Review and update existing third-party documents and participate in remediation and other projects

15% Perform closeout on third party documents by facilitating execution and preparing summaries in accordance with company policy:

• Prepare final versions of third-party documents to route through the contract approval process.
• Prepare and manage execution of and approvals for third-party documents
• Facilitate signature of third-party documents through the company’s electronic signature program or otherwise.
• Prepare third-party document summaries
• Store and manage third-party documents in procurement database and ensure that all relevant metadata within a contract is extracted, recorded, stored and accessible to internal stakeholders

Education, Licensure, Year of Experience (and type of work experience):

• Bachelor's Degree or Military experience
• 6 – 8 years experience in a contracts administration or management role
• Procurement or Supply Chain experience

Knowledge, Skills, Abilities:

• Demonstrate attention to detail
• Strong analytical and reporting skills
• Ability to work collaboratively with internal and/or external resources
• Exceptional written and oral communication skills coupled with an ability to manage a high-volume workload in a fast-paced, dynamic environment
• Ability to exercise appropriate discretion when handling confidential information
• Ability to multi-task and self-manage a diverse workload
• Proficient Microsoft Office Suite & Ariba skills

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified.

We are proud to be an Equal Opportunity / Affirmative Action Employer and committed to leveraging the diverse backgrounds, perspectives, and experience of our workforce to create opportunities for our colleagues and our business. We do not discriminate in employment decisions on the basis of any protected category.

A conviction is not an absolute bar to employment. Factors such as the age of the offense, evidence of rehabilitation, seriousness of violation, and job relatedness are considered in all employment decisions. Additionally, it's the bank's policy to only inquire into a candidate's criminal history after an offer has been made. Federal law prohibits banks from employing individuals who have been convicted of, or received a pretrial diversion for, certain offenses.