Media Output Analyst

Section 1: Position Summary

The Media Output Analyst is responsible for coordinating all aspects of mailings performed by Ascensus College Savings on behalf of our clients. Responsibilities include defining and writing Scope / Requirements Documents, coordinating Testing, and 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, and financial industry servicing.

Section 2: Job Functions, Essential Duties and Responsibilities

Vendor Management

• Interface daily with the Print Communications vendor regarding mailings and projects.
• Facilitate weekly calls with the Print Communications vendor, including distributing meeting agendas and minutes.
• Participate in post-mortem meetings with the Print Communications vendor and internal teams.

Project Management

• Manage production mailings by ensuring all materials (inserts) are available to the vendor, providing the print communications provider with volumes and instructions, attending production planning meetings, and 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 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 the client base to define business needs, identify solutions, and integrate with various supported output products (daily confirmations, quarterly statements, tax forms, and other special mailings).
• Define and document requirements for mailings, including creating both internal and external requirements documents.
• Partner with clients and other internal Ascensus College Savings departments to continually identify and add efficiency to various processes, offering creative solutions to internal and external clients.
• Participate in the onboarding of new clients, including defining and documenting business requirements, creating test plans, 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, working with teams to resolve and retest.
• Identify and communicate testing defects/bugs to the Print Communications vendor using a standardized process for reporting defects, working 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 for mailing.
• When required, travel to the Print Communications vendor to perform on-site validation of printed production output prior to mailing.

Communication

• Interface directly with internal clients, external clients/partners, and the print communications provider.
• Provide timely and accurate updates to external clients and internal stakeholders regarding mailing status, inquiries, and issues that may arise during 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.

Other

• 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 SOPs related to various processes.
• Protect, secure, and properly handle 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.
• Demonstrate the I-Client philosophy and the Core Values of People Matter, Quality First, and Integrity Always in daily actions, supporting our organizational culture.

Supervision

• N/A

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, with familiarity in 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 experience 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 minimal supervision.
• Proven ability to quickly grasp information and work independently to produce results.
• Demonstrated success in facilitating/leading meetings with internal and 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.

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