Director of Document Ops (Plan Document Administration)

Job Family

Adm - Document Management

Job Description Summary

Provide leadership and direction to the Document Operations team, which includes the activities of managers and professional teams who consult with in-force clients regarding the compliance of their tax-exempt, governmental, 457, non-qualified, Taft-Hartley, MEP and qualified plans, as well as the successful system set-up of new and modified plan/contract provisions. These teams also own and prepare regulatory-required plan documents, funding documents (e.g. service agreements) disclosures, service agreements, other contractual documents, and enrollment materials for tax-exempt, governmental, 457, non-qualified, Taft-Hartley, and qualified plan clients.

Job Description

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Responsibilities

• Provide oversight of the content and maintenance of the documents utilized by Sales to onboard and contractually bind new clients.
• Ensure that corporate business applications, products and services are compliant with regulations. Ensure that processes and procedures are in place to provide clients for whom Company provides plan document services with relevant documents necessary to maintain a plan that is compliant with legislation.
• Provide guidance and direction to leaders within Document Operations to ensure teams provide timely, accurate service to clients through productivity management, employee development and implementation of quality controls.
• Provide input to senior leadership regarding the impact of plan document-related legislation/regulations on current programming and procedures. Conduct presentations to senior leadership, clients, and/or internal constituents.
• Ensure that Document Operations teams are periodically revising, updating, and/or creating procedures to that comply with new laws, regulations, and sub regulatory guidance. Direct teams that review and analyze plan mergers and corporate acquisitions with respect to plan documents requirements as they develop recommendations and consult with clients/staff on implications.
• Provide guidance to staff, colleague departments, sales staff, clients, advisors and Third Party Administrators in situations that require a high degree of expertise and diplomacy.
• Lead dialogue with legal department to review unusual situations as necessary. Serve as a senior resource when needed to negotiate agreements on specific issues with client’s legal counsel and for team members in their research of client and field inquiries, using all available technical resources.
• Provide technical leadership for new products and regulatory developments regarding plan document issues and ensure proper system modifications are made to accommodate new products/regulatory developments. Serve as project owner for key projects and participate on cross-departmental and leadership committees.
• Oversee the identification, planning, direction, and execution of both short and long term departmental goals for qualified plan document production and the successful completion of repetitive legislative required restatement and amendment projects.
• Ensure that Document Operations business processes are properly established, maintained, and updated so that contract obligations are met, and software delivery meets business requirements; negotiate issue/problem resolution.
• Represent Transamerica at industry meetings.

Qualifications

• Bachelor’s degree in business field or equivalent experience
• 10+ years of experience managing supervisors, managers or specialized industry professionals
• 10+ years of experience with defined contribution pension plans
• In-depth knowledge of recordkeeping and associated administrative systems
• In-depth understanding of corporate administrative capabilities
• In-depth knowledge of ERISA, IRS and Department of Insurance regulations, revenue procedures, notices, and current legislation.
• Excellent communication skills (verbal, written and listening) and presentation skills to participate in Sales and implementation process meetings
• Excellent research and analytical skills
• Excellent negotiating skills
• Excellent project management and time management skills to manage a variety of projects simultaneously

Preferred Qualifications

• Expert knowledge of Internal Revenue Service, Department of Labor, and state insurance regulations
• Expert knowledge of plan documents, service agreements, and funding agreements

Compensation

The salary for this position generally ranges between $123,000 - $150,000 annually. Please note that the salary range is a good faith estimate for this position and actual starting pay is determined by several factors including qualifications, experience, geography, work location designation (in-office, hybrid, remote) and operational needs. Salary may vary above and below the stated amounts, as permitted by applicable law.

Additionally, this position is typically eligible for an Annual Bonus of 20% based on the Company Bonus Plan/Individual Performance and is at the Company’s discretion. 

Disclaimer:

Beware of fake job offers!

We’ve been alerted to scammers impersonating Transamerica recruiters, particularly for remote positions. Please note:

• We will never request personal information such as ID or payment for equipment upfront.
• Official offers are sent via DocuSign following a verbal offer—not through text or email.

This job description is not a contract of employment nor for any specific job responsibilities. The Company may change, add to, remove, or revoke the terms of this job description at its discretion. Managers may assign other duties and responsibilities as needed. In the event an employee or applicant requests or requires an accommodation to perform job functions, the applicable HR Business Partner should be contacted to evaluate the accommodation request.

What We Offer  

For eligible employees, we offer a comprehensive benefits package designed to support both the personal and financial well-being of our employees. 

Compensation Benefits 

• Competitive Pay 

• Bonus for Eligible Employees 

Benefits Package 

• Pension Plan 

• 401k Match

• Employee Stock Purchase Plan

• Tuition Reimbursement

• Disability Insurance

• Medical Insurance

• Dental Insurance

• Vision Insurance

• Employee Discounts

• Career Training & Development Opportunities

Health and Work/Life Balance Benefits 

• Paid Time Off starting at 160 hours annually for employees in their first year of service.

• Ten (10) paid holidays per year (typically mirroring the New York Stock Exchange (NYSE) holidays).

• Be Well Company holistic wellness program, which includes Wellness Coaching and Reward Dollars 

• Parental Leave – fifteen (15) days of paid parental leave per calendar year to eligible employees with at least one year of service at the time of birth, placement of an adopted child, or placement of a foster care child.

• Adoption Assistance

• Employee Assistance Program

• Back-Up Care Program

• PTO for Volunteer Hours

• Employee Matching Gifts Program

• Employee Resource Groups

• Inclusion and Diversity Programs

• Employee Recognition Program

• Referral Bonus Programs

Inclusion & Diversity  

  

We believe our commitment to diversity and inclusion creates a work environment filled with exceptional individuals. We’re thrilled to have been recognized for our efforts through the Human Rights Campaign Corporate Equality Index, Dave Thomas Adoption Friendly Advocate, and several Seramount lists, including the Inclusion Index, 100 Best Companies for Working Parents, Best Companies for Dads, and Top 75 Companies for Executive Women. 

  

To foster a culture of inclusivity throughout our workforce, workplace, and marketplace, Transamerica offers a wide range of diversity and inclusion programs. This includes our company-sponsored, employee-driven Employee Resource Groups (ERGs), which are formed around a shared interest or a common characteristic of diversity. ERGs are open to all employees. They provide a supportive environment to help us better appreciate our similarities and differences and understand how they benefit us all. 

   

Giving Back  

  

We believe our responsibilities extend beyond our corporate walls. That's why we created the Aegon Transamerica Foundation in 1994. Through a mix of financial grants and the volunteer efforts of our employees, the foundation supports nonprofit organizations focused on the things that matter most to our people in the communities where we live and work.     

  

Transamerica’s Parent Company  

Aegon acquired the Transamerica business in 1999. Since its start in 1844, Aegon has  grown into an international company serving more than 23.9 million people across the globe.* It offers investment, protection, and retirement solutions, always with a clear purpose: Helping people live their best lives. As a leading global investor and employer, the company seeks to have a positive impact by addressing critical environmental and societal issues, with a focus on climate change and inclusion and diversity.   

* As of December 31, 2023