Fund Administration Specialist

Company: Western & Southern Financial Group
Location: Cincinnati
Posted on: May 19, 2025

Job Description:

OverviewFacilitates day-to-day functions with key Touchstone Fund service providers - custodian, liquidity vendor, 22c2 vendor, fund accountant, transfer agent, sub-advisors, prime broker, commission recapture vendors, and sub-administrator. Coordinates problem resolution with and between Touchstone service providers. Works closely with Touchstone sub-advisors and custodian to research and resolve issues, implement new foreign market registration, maintain oversight on custody account balances, and the Securities Lending program. Helps facilitate operational aspects of various Touchstone strategic product initiatives. Assists with regulatory oversight of Touchstone's third-party broker-dealer omnibus relationships to ensure adherence to industry and firm's policies and procedures for underlying shareholders. Analyzes business processes for improvements and operational efficiencies, and implements new policies, procedures, and controls. Communicates with all departments within the IFS business, with significant interaction with Touchstone Treasury and Compliance teams. Works in coordination with other departments to review and validate Touchstone's operational aspects of regulatory disclosures. Operates within established guidelines, analyzes, identifies, and resolves problems, and completes routine and non-routine projects.ResponsibilitiesWhat you will do:

• Work directly with the Senior Fund Administration Manager to implement Touchstone strategic initiatives.
• Review operational aspects within Touchstone Regulatory Filings, providing comments to legal by the deadline. Ensure consistency across trusts in documentation and include new regulations or best practices. Identify problem areas and develop recommendations for disclosure changes to mitigate risks. Update DTCC Mutual Fund profile for consistency with filings.
• Monitor custody accounts daily for overdrafts or anomalies, researching and escalating issues as necessary. Validate custody invoices monthly. Review and track print and liquidity vendor invoices. Serve as backup for print mail, liquidity provider, and other vendor invoices. Submit for secondary review.
• Assist in resolving daily operational issues for Touchstone sub-advisors, 22c2 vendors, liquidity vendors, custodian, prime broker, and recapture platforms. Coordinate onboarding calls for new and transitioning relationships.
• Complete fund onboarding documentation and routine due diligence requests, ensuring accuracy through secondary review before submission.
• Understand how processes and systems interact across the company. Collaborate with management to recommend improvements, enhancing speed, quality, and cost-effectiveness. Implement workflow, process, or system enhancements.
• Facilitate Market Registration with Funds' Custodian, prioritizing market openings for funds investing abroad. Communicate with Sub-Advisor, Finance, and Product Management. Complete annual POA renewals and facilitate annual 8802 filings for IRS Certificates of Residency.
• Review and approve Blue Sky renewals submitted by the transfer agency, ensuring compliance with FINRA policies. Oversee service provider processes via reporting portals. Reconcile sales activity monthly at the Transfer Agent against Blue Sky reports.
• Lead weekly calls to monitor ongoing documentation needs, updating and following up on target dates. Communicate status to internal and external stakeholders.
• Perform other duties as assigned and ensure compliance with all policies and standards.Qualifications
  • Bachelor's Degree or equivalent experience with 2-5 years in the financial services industry - Required
  • Typically 4-6 years of financial services experience - Required
  • Project management experience in executing and maintaining project plans - Required
  • Proven ability to handle multiple duties accurately and timely, with experience in demanding environments - Required
  • Experience with Microsoft Access for report creation and queries - Required
  • Strong analytical and problem resolution skills - Required
  • Ability to manage major functions of the business - Required
  • Ability to learn new product features and concepts quickly - Required
  • Understanding of SEC and FINRA Mutual Fund Regulations - Required
  • Excellent verbal and written communication skills - Required
  • Strong attention to detail and organizational skills - Required
  • Self-motivated with minimal supervision - Required
  • Proficient in Word, Excel, and database applications - Required
  • FINRA Series 99 license required within 90 days of hire; Series 6 and 63 preferred - RequiredWork Setting/Position Demands:
    • Office environment, stationary work at a desk and computer for extended periods.
    • Verbal communication with customers and colleagues.
    • Visual acuity for reading, inspection, and operation of machinery.
    • Ability to prepare written reports and correspondence.
    • Logical thinking to define problems and analyze data.
    • Continuous use of wrists, hands, and fingers for computer work.
    • Extended hours during peak workloads or projects.Travel Requirements:
      • None
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Keywords: Western & Southern Financial Group, Cincinnati , Fund Administration Specialist, Accounting, Auditing , Cincinnati, Ohio