Installation Conversion Coordinator II at Ascensus in Providence, Rhode Island

Job Description:

Position Summary

The Document Coordinator II is responsible for oversight of prototype document drafting, audits and delivery for new business plans (on-boarding), provisional plan amendments (existing plans) and termination amendments (departing plans). This associate will ensure the team has performed timely and accurate processing of specified activities within the department, focusing on meeting daily/weekly/monthly team metrics. This associate must remain current on all team tasks to effectively serve as a 'Subject Matter Expert' for their team members, assist other teams with inquiries relating to Plan Document drafting processes or provide status updates of items assigned to the team. Associate will have some responsibility to track and assign workload, with or without oversight of supervisor or manager and assist/lead special projects and training as necessary.

Document Integrity Group:

The Document Coordinator II is responsible for oversight of document-to-system updates and audits for new business plans (on-boarding, Plan Rules Audit) and provisional plan amendments (existing plans). This associate will provide timely and accurate processing of specified activities within the department, focusing on meeting daily/weekly/monthly team metrics. This associate must remain current on all team tasks to effectively serve as a 'Subject Matter Expert' for their team members, assist other teams with inquiries relating to Document Integrity Group processes and provide status updates of items assigned to the team. Associate will have some responsibility to track and assign workload, with or without oversight of supervisor or manager and assist/lead special projects and training as necessary.

Plan Establishment:

The Document Coordinator II is responsible for the oversight of the NB Plan Establishment workflow, which consists of FA Calls and Final Audits of the Plan Establishment Survey. This associate will ensure that these tasks are performed timely and accurately. This associate must remain current on all team tasks to effectively serve as a 'Subject Matter Expert' for their team members, assist other teams with inquiries relating to the NB Plan Establishment workflow, or provide status updates of items to the team. Associate will have some responsibility to track and assign workload, with or without oversight of Supervisor or Manager and assist/lead special projects and training as necessary

Job Functions, Essential Duties and Responsibilities

Plan Document Unit

• Document Preparation: To ensure documents are accurately prepared and audited from PEK's, Amendment Requests, and any other acceptable method established in our Enhanced Onboarding process.


• Audit: Audits adoption agreements and plan document kits for all Plan Document work items by accurately reviewing the documents against the PEK, Amendment Request or Web Comments. Ensure plans are set for accurate delivery method according to process and procedures.


• Executed Documents: Evaluates returned documents for all Plan Document work items to confirm all documents were received and fully executed.


• Document Resource: Provide high level document knowledge support to service and other operation teams when assistance is requested. Initiate and/or lead projects and initiatives to ensure coordinated efforts between PDU and other business units.

Document Integrity Group

• Recordkeeping System: Review/maintain settings to ensure our recordkeeping system is consistent with plan level documentation provided.


• Audit: Confirm recordkeeping system settings for new business plans are accurate based on plan elections and established processes/procedures.


• Technical Resource: Provide high level 'trouble shooting' support to service and other operations teams when assistance is requested. Initiate and/or lead projects and initiatives to ensure coordinated efforts between DIG and other business units.

Plan Establishment:

• PEEP Final Audit Survey: Review the Survey to ensure that it has been completed based off of the PEK. Identify items that need to be added or updated to accommodate changes in workflow or the PEK.


• Ascensus Record Keeping System: Verifying data points such as the Agent Number in Global and the Rep ID given in the PEK prior to writing the Survey to ARK in order to confirm accuracy when linking a plan to an Advisor or creating a new Agent Number.


• Document & Technical Resource: Provide high level document and system knowledge to support Operational Teams and Sales Team as required. Initiating/leading projects and initiatives to ensure gaps are covered as needed.


• Assist with other tasks and projects as assigned

• Responsible for protecting, securing, and proper handling of 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.


• Our I-Client service philosophy and our 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.

Experience, Skills, Knowledge Requirements

• A minimum of 3 years in document drafting or related business experience preferred.


• Communication Skills - Communicates with peers, colleagues (including leadership), and clients on a regular basis and periodically with partners. Demonstrates ability to confidently explain and/or document complex processes in a clear and easy to understand manner. Required to influence and gain cooperation from others (including clients/partners).


• Technical Knowledge - Moderate ERISA knowledge or job specific technical knowledge. Demonstrates both technical and functional expertise in more than one area within operations.


• Problem Solving- Identifies and solves complex problems for a variety of processes with no clear resolution. Consistently takes ownership of problems. Able to effectively document/explain solution.


• Detail Oriented Vs. Big Picture- Considered a SME on the process(es) of the business unit. Often relied upon by other business units to identify implications of change to the process(es) as owned by the business unit.


• Conflict Resolution - Addresses conflicts with team as well as with peers across teams within business unit. Understands when issues across teams require escalation and who to escalate to.


• Training/Mentoring - Considered a subject matter expert (SME) that is looked upon as a resource by training team when new modules are being created and initially presented. Understands process flows related to their department in depth and can effectively communicate them.


• Risk Taking/Decision Making - Independently makes decisions on participant or plan level transactions and recognizes new "outside the box" situations and escalates those appropriately.


• Planning/Organizing - Generally plans up to a week or two in advance in order to meet departmental goals as defined. Generally planning in conjunction with entire team and taking lead in this planning process.


• Time Management/Prioritization - Understands the priorities of the department. Can accommodate working on both daily work and project work at the same time. Responsible for managing own tasks and occasionally for shared team tasks.


• Work Style - Works well independently while actively engaging a strong team environment. Encourages participation from others, and welcomes/requests viewpoints to look for common ground and win/win solutions. Consistently conveys the overall goals of the department/organization over the achievement of personal goals.


• Initiative/Work Ethic - Proactively sets daily responsibilities to ensure deliverables are met. Proactively seeks out opportunities for additional responsibilities. Regularly participates in organizational/departmental projects. Proactively seeks feedback, engages in training opportunities, and applies training to daily functions/tasks.


• Additional Requirements:


• Bachelors degree in Accounting, Business Administration, Mathematics, or equivalent work experience


• Advanced knowledge with MS-Office software applications, including Excel, PowerPoint, Word, & Visio (strong experience with Access preferred)


• Ability to work overtime as necessary

We are proud to be an Equal Opportunity Employer

At Ascensus, we aspire to make a difference for others.We are a technology-enabled services company that helps people save for retirement, education, and healthcare through our network of institutional, financial advisor, and state partners. Our culture is guided by sound principles, is committed to high standards, operates with transparency, and welcomes diversity-housed within our Core Values: People Matter. Quality First. Integrity Always.

As aleading independent recordkeeping services partner, retirement plan third-party administrator, and government savings facilitator, we aim to hire associates who find pride in going to work every day knowing that they help more than 12 million people save for what matters.

Ascensus provides equal employment opportunities to all associates and applicants for employment without regard to ancestry, race, color, religion, sex, (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, national origin, age, physical or mental disability, medical condition (including cancer and genetic characteristics), marital status, military or veteran status, genetic information, sexual orientation, criminal conviction record or any other protected category in accordance with applicable federal, state, or local laws ("Protected Status").
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