VP Loan Administration Manager

Citizens Alliance Bank; Seeley Lake (MT); On-site; USD 150,000 - 190,000; Full time

Job summary

Citizens Alliance Bank seeks a VP Loan Administration Manager to provide strategic leadership and governance for the loan administration function. This role ensures efficient loan production support, documentation coordination, workflow management, and policy-aligned operations across the bank.

The position reports to the Chief Banking Officer, partners with Credit Administration, and leads efforts to standardize processes, develop staff, and drive continuous improvement across multi-market

Qualifications

• Bachelor's degree required and continuing education to maintain job knowledge.
• Minimum of seven years in banking, lending operations, loan administration, or related experience.
• Minimum of three years in leadership or management roles.
• Experience with operational improvement initiatives and cross-functional projects.
• Knowledge of lending processes, loan documentation, regulatory requirements, and banking operations.

Responsibilities

• Lead and develop Loan Administration personnel across lending operations.
• Establish staffing models, training programs, and succession plans.
• Ensure timely, accurate lending support to lenders, partners, and customers.
• Coordinate with lenders, branch staff, Credit Administration, Compliance and Training.
• Identify workflow improvements to increase efficiency and customer experience.
• Drive cross-functional process improvements to reduce turnaround times.
• Develop and monitor KPIs and dashboards for department performance.
• Partner with IT to optimize lending systems and technologies.
• Identify and drive automation opportunities for productivity and scalability.
• Oversee execution of lending system enhancements and adoption.
• Support capacity planning and organizational design for growth.
• Maintain standard procedures for loan administration activities.

Skills

Leadership

Banking operations

Lending processes

Regulatory compliance

Cross-functional collaboration

Project management

Education

Bachelor's degree in business administration, Finance, Banking, Management, or related field

Job description

Position Summary:

The VP Loan Administration Manager provides strategic leadership, governance, standardization, and operational oversight for Citizens Alliance Bank's Loan Administration function. This position is responsible for ensuring loan production support activities, loan documentation coordination, workflow management, operational processes, technology utilization, and lending support functions operate efficiently, consistently, and in alignment with Bank policy and strategic objectives.

The VP Loan Administration Manager establishes operational standards, promotes continuous improvement, develops staff capabilities, and serves as the primary escalation point for complex operational issues requiring coordination across lending, credit administration, compliance, technology, and market leadership. This position reports directly to the Chief Banking Officer and serves as a key partner to Credit Administration while providing organizational leadership for the operational execution of the Bank's lending activities.

The level of this position is based on years of service, education and/or equivalent experience, knowledge level, and skill set.

The VP Loan Administration Manager position is expected to meet and/or exceed Citizens Alliance Bank's customer service levels as well as the overall goals of the organization.

Essential Functions:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Excellent written and verbal communication skills.

1. Lead, coach, and develop Loan Administration personnel supporting lending operations across the organization.
2. Establish staffing models, workload balancing strategies, training programs, and succession plans to support operational effectiveness and future growth.
3. Ensure lending support functions provide timely, accurate, and consistent service to lenders, internal partners, and customers.
4. Facilitate effective communication and collaboration between lenders, branch staff, Credit Administration, Compliance, Training, and other business units.
5. Evaluate end-to-end lending support workflows and identify opportunities to improve efficiency, consistency, quality, and customer experience.
6. Lead cross-functional process improvement initiatives designed to reduce turnaround times and improve operational effectiveness.
7. Develop, monitor, and report operational metrics, dashboards, and key performance indicators to measure department performance and identify trends.
8. Partner with Information Technology and business leaders to optimize lending systems, processes, and technologies.
9. Identify automation opportunities and champion technology solutions that improve productivity, accuracy, and scalability.
10. Coordinate user feedback, testing, training, implementation, and adoption of lending system enhancements.
11. Assist with lending technology strategy, planning, and implementation initiatives.
12. Develop, maintain, and periodically review procedures related to loan administration operational activities
13. Promote consistent execution of operational processes and standards across all markets and lending teams.
14. Serve as the primary escalation point for operational issues affecting lending personnel, customers, and other stakeholders.
15. Track recurring operational issues, identify root causes, and implement corrective action plans.
16. Participate in strategic planning discussions impacting lending operations, organizational efficiency, and long-term growth objectives.
17. Support merger, acquisition, conversion, and other strategic projects impacting lending operations.
18. Assist with capacity planning, workforce planning, and organizational design initiatives to support current and future business needs.
19. Evaluate staffing and operational requirements to ensure resources are aligned with growth strategies and service expectations.
20. Monitor vendor performance, support contract review processes, and participate in the implementation of new technology solutions.
21. Assign the workload of the Loan Administration team's direct reports, ensuring they are properly trained to perform their duties, evaluate their performance, and recommend disciplinary action when necessary.
22. Assist the Human Resources department in staffing the Loan Administration department, including interviewing, hiring, promoting, and terminating employees.
23. Ensure proper coverage and staffing for all direct reports, including reviewing and approving time off requests and timesheets.
24. This position requires a valid Driver's License.
25. All employees are expected to exemplify and follow our core values.
26. Regular attendance and punctuality when reporting to work.
27. Travel for trade and industry schools and seminars as needed.
28. This position may require installation of a Multi-Factor Authentication (MFA) app on an employee's personal mobile device. The MFA apps are used to authenticate a user's identity to the system for security purposes.
29. Adhere to and comply with all applicable federal and state laws, regulations, and guidance, including those related to BSA/AML, as well as adhere to the Bank's policies and procedures.
30. Perform other duties as assigned and requested.

Requirements

Education and Experience:

Required - High School diploma or GED, Etc.

Required - Continuing Education to maintain job knowledge.

Required - Bachelor's degree in business administration, Finance, Banking, Management, or related field; or equivalent combination of education and experience.

Required - Minimum of seven (7) years of banking, lending operations, loan administration, credit administration, or related experience.

Required - Minimum of three (3) years of leadership, supervisory, or management experience.

Required - Demonstrated experience leading operational improvement initiatives and managing cross-functional projects.

Required - Strong knowledge of lending processes, loan documentation, regulatory requirements, and banking operations.

Preferred - Advanced banking school, graduate banking school, or related professional certification.

Preferred - Experience with lending technology platforms, workflow automation, and process optimization initiatives.

Preferred - Experience supporting multi-market or multi-location banking operations.