Section 1: Position Summary
The Media Output Analyst is responsible for coordinating all aspects of mailings performed by Ascensus College Savings on the behalf of our clients. Responsibilities include defining and writing Scope / Requirements Documents, coordinating Testing as well as providing oversight of production mailings in both print and electronic format. Additional responsibilities include interacting with the Print Communications vendor. This position requires knowledge of print vendors, the print industry, regulatory requirements related to mailings, file layouts as well as financial industry servicing.
Section 2: Job Functions, Essential Duties and Responsibilities
Interfaces on a daily basis with the Print Communications vendor in regards to mailings and projects.
Facilitate weekly calls with Print Communications vendor which includes distributing meeting agendas as well as meeting minutes.
Participate in post-mortem meetings with Print Communications vendor as well as internal teams.
Manage production mailings by ensuring all materials (inserts) are available to the vendor, by providing the print communications provider with volumes and instructions, by attending production planning meetings, and by communicating status updates to clients and internal stakeholders.
Manage and track performance related to the timeliness and accuracy of each mailing.
Capture and track to completion assigned change requests that are submitted by internal and external clients
Manage the successful execution of all mailings to account owners, advisors and other populations.
Requirements Definition / Documentation
Work with client base to define business needs, identify solutions and integrate with the various supported output products (daily confirmations, quarterly statements, tax forms, and other special mailings).
Define and document requirements for mailings. This includes creating both internal requirements documents as well as external requirements documents.
Partner with clients, as well as other internal Ascensus College Savings departments, to continually identify and add efficiency to the various processes, as well as to offer creative solutions to internal and external clients.
Participate in the on-boarding of new clients. Tasks include defining business requirements, documenting business requirements, creating test plans, creating project plans, coordinating testing and overseeing production implementation.
Testing / Quality Validation
Coordinate and manage the testing of all mailings in a test environment prior to production.
Identify and communicate testing defects / bugs to internal Development, QA, and UAT teams. Work with teams to resolve and retest.
Identify and communicate testing defects / bugs to the Print Communications vendor using standardized process for reporting the defects. Work with the vendor to resolve and retest.
Coordinate and manage the validation of output produced for all production mailings prior to approval being provided to the Print Communications vendor to mail.
When required, travel to Print Communications vendor to perform on-site validation of printed production output prior to mailing.
Responsible for directly interfacing with internal clients, external clients / partners as well as our print communications provider.
Provide timely and accurate updates to external clients and internal stakeholders regarding mailing status, other inquiries and issues that may arise during the course of the mailing or project.
Update and monitor internal and external reports to ensure the timely and efficient progress of each project or mailing.
Update / maintain daily and monthly metric reports for both internal and external clients.
Produce and distribute monthly SLA reporting for a specified group of clients
Escalate any potential client or project issues to management
Identify and participate in meetings as needed to implement process improvements.
Continuously identify ways to mitigate risk.
Work with internal company resources (Business Analysts, Developers, Operations, Quality Assurance, etc.) to ensure World Class Service.
Document / update SOP's related to the various processes.
Responsible for protecting, securing, and properly handling all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
The I-Client philosophy and the Core Values of People Matter, Quality First and Integrity Always should be visible in your actions on a day to day basis showing your support of our organizational culture.
Section 3: Experience, Skills, Knowledge Requirements
Bachelor's Degree or equivalent experience.
A minimum of 2 years of experience working in the financial services industry. Familiarity with financial systems and processing, especially 529 Plan, Mutual Fund or 401k recordkeeping systems.
Prior experience working for a print vendor is a plus.
Advanced skills using MS Office: Word, Excel, and PowerPoint as well as working with industry-standard bug tracking and reporting tools.
Strong communication skills, including the ability to translate technical terms into business terms
Detail-oriented with fundamental analytical skills
Ability to adapt to shifting priorities and deliverables, with minimum supervision.
Proven ability to quickly grasp information and work independently to produce results.
Demonstrated success in facilitating / leading meetings with internal as well as external stakeholders.
Demonstrated ability to work with and interpret file layouts.
Demonstrated experience with web-based applications and interface conventions.
We are proud to be an Equal Opportunity Employer
Ascensus is a place to have a career, not just a job. As the largest US independent retirement and college savings services provider, we put our focus on people. Our culture is guided by sound principles, is committed to high standards, operates with transparency, and welcomes diversity. When you join our team, you get to go to work every day knowing that you help over 6 million Americans save for retirement and college.
Ascensus is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital or veteran status, disability or handicap, sexual orientation or any other basis prohibited by applicable law. Ascensus also takes affirmative action to employ, and advance in employment, qualified women, minorities, and covered veterans. Ascensus also makes reasonable accommodations for qualified individuals with disabilities, in accordance with the Americans with Disabilities Act and applicable state laws