Compliance & Policy Coordinator

The Compliance & Policy Coordinator supports the retail mortgage bank’s Legal & Compliance department by managing the lifecycle of enterprise policies and procedures (P&Ps). The role drafts, reviews, updates, and publishes policies aligned with applicable federal and state mortgage regulations and investor/agency expectations, including ensuring P&Ps meet or exceed applicable GSE and Agency requirements (e.g., Fannie Mae, Freddie Mac, FHA, VA, USDA, and other investor/agency guides, as applicable); coordinates reviews and approvals; and partners with business units to implement changes, reinforce adherence, and keep documentation current.

Qualifications

Minimum Qualifications:

• High School Diploma or GED is required.
• Associate degree in Business, Communications, Paralegal Studies, or a related field; or equivalent combination of education and experience.
• 1-3 years of experience in retail mortgage operations, compliance, quality control, risk management, policy administration, or a similar regulated financial services environment.
  
  
  

Examples of Duties:

Core Duties - Policy Management:

• Develop, maintain, and govern the organization’s policies, procedures, job aids, and best practices for mortgage origination and branch operations.
• Partner with Legal & Compliance leadership and business owners to draft, review, and update policies that align to operational workflows, investor/agency expectations, including ensuring P&Ps meet or exceed applicable GSE and Agency requirements (e.g., Fannie Mae, Freddie Mac, FHA, VA, USDA, and other investor/agency guides, as applicable), and regulatory requirements.
• Coordinate policy/procedure reviews, approvals, and periodic refresh cycles; document approvals and publish updates on schedule.
• Maintain a comprehensive electronic policy library, including document standards, version control, effective dates, and archival of prior versions.
• Monitor federal and state regulatory changes and summarize impacts to policies and procedures; initiate or support corresponding updates and change communications.
• Support implementation of new/updated policies by coordinating communications, job aids, and acknowledgements as needed.
• Work with departments to promote adherence to policies and procedures; track follow-ups and support timely updates when operational changes occur.
  
  
  

Potential Future Duties (available based on strong performance in the policy role):

• Provide production/sales support by researching and responding to compliance questions (e.g., advertising, lead sources, disclosures, permissible communications) and routing escalations as needed.
• Review advertising and marketing requests using the State Advertising & Marketing Compliance Matrix and ensure required disclosures and state-specific content requirements are met.
• Administer marketing and information preference/opt-out requests (as applicable), maintain evidence of fulfillment, and coordinate with Marketing/Operations/IT to ensure suppression controls are effective.
• Support social media monitoring for sales staff to identify potential compliance issues, document findings, and coordinate corrective actions with leaders and Training.
• Oversee Settlement Agent Review & Approval processes to confirm authorized settlement service providers prior to fund disbursements; maintain approvals and supporting documentation.
• Support regulatory reporting obligations, including HMDA and Call Report support activities such as calendar management, data/evidence collection, and documentation of controls.
• Support consumer complaint intake, research, documentation, and resolution tracking; assist with complaint trend reporting and root-cause support.
• Assist with compliance monitoring, audits, exams, and change management processes by organizing evidence, tracking requests, and ensuring timely follow-up.
• Conduct incident research and reporting, ensuring timely documentation, assignment of action items, and follow-up to closure.
• Maintain and update internal compliance content (e.g., intranet pages, trackers, task management systems) and support compliance communications and training rollouts.
  
  
  

Knowledge, Skills, and Abilities:

• Understanding of retail mortgage lending operations, industry terminology, and core regulatory requirements (e.g., RESPA, TILA, ECOA, HMDA, UDAAP) and how they apply to branch and production practices.
• Strong writing, editing, and communication skills with the ability to translate compliance requirements into clear, usable policies and procedures.
• Strong research and analytical skills (federal regulations, state statutes/administrative codes, agency guidance) with the ability to summarize impacts and recommend next steps.
• Organized and detail-oriented with experience maintaining version-controlled documentation, tracking deliverables, and managing competing priorities.
• Comfort working with common tools and systems (Microsoft Office, SharePoint/intranet, LMS, workflow/task tracking, and mortgage systems as applicable) and ability to learn new platforms quickly.
• Demonstrated professionalism, discretion, and sound judgment when handling confidential information and sensitive compliance matters.
  
  
  

Supervisory Responsibilities:

• This position has no supervisory responsibilities.
  
  
  

Working Conditions and Physical Requirements:

• The working conditions are inside an office and not usually exposed to the elements.
• The noise level is low to moderate.
• This position is regularly required to sit and work in front of a computer.
• Must be able to talk on the phone, and read, write, and speak English.
  
  
  

NOVA® is an equal opportunity employer, substance-free workplace, and complies with the Americans with Disability Act regulations as applicable.

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage, or any other protected classification, in accordance with applicable federal, state, and local laws. Equal access to programs, services, and employment is available to all qualified people. Those applicants requiring accommodation to complete the application and/or interview process should contact the Human Resources department at NOVA® Home Loans.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.