Job Description

SUMMARY

The Retail Alternative Investment Operations Manager oversees the retail alternative funds operations team, interacting directly with clients, financial representatives, vendors, and associates. This role is pivotal in developing team members, refining processes, and ensuring accountability.

KEY ACCOUNTABILITIES

• Manage department associates, including hiring, training, performance appraisals, and corrective actions.
• Conduct regular one-on-one and team meetings to discuss procedures and issues.
• Mentor associates through coaching, real-time experiences, and effective practice modeling.
• Set and achieve team and individual goals.
• Foster associate performance and accountability.
• Collaborate with the Transfer Agency Retail Alternative Investment Operations Leadership Team to develop new procedures.
• Maintain frequent contact with fund advisor executives and financial brokerage representatives.
• Ensure timely processing of all transactions through workflow management.
• Interpret fund prospectuses and ensure accurate processing.
• Develop detailed procedures and instructions for the processing team.
• Authorize processing exceptions per management guidelines.
• Handle escalated situations with difficult callers or clients.
• Provide information and answer questions for fund family contacts.
• Determine and interpret required legal documents for processing.
• Ensure compliance with SEC, NICSA, and FINRA regulations.
• Interpret IRS regulations for retirement plans and tax reporting.
• Resolve and process IRS Tax Levies.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA’s)

KNOWLEDGE

• Retirement plans and mutual fund IRS regulations.
• Retail Alternative funds including interval funds, tender funds, and BDCs
• Microsoft Office Suite and Adobe Acrobat.

SKILLS AND ABILITIES

• Align associates with company values and goals.
• Plan, delegate, and motivate effectively.
• Assess and improve performance.
• Develop systems and procedures to enhance department efficiency.
• Troubleshoot issues with creative and critical thinking.
• Multitasking, analytical, and organizational skills.
• Proactive, strategic, and detail-oriented.
• Demonstrate integrity, responsibility, and accountability.
• Utilize resources efficiently.
• Solve problems and make decisions collaboratively.
• Communicate ideas clearly and concisely, both written and oral.
• Actively listen and support open exchange of ideas.
• Identify and secure resources to achieve goals.
• Build effective working relationships in all situations.
• Adapt priorities and deadlines to changing conditions.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in business administration or related field preferred.
• Minimum of 5 years of experience in client service or related field.
• Minimum of 1 year of management and leadership experience.
• Experience in the financial services industry.
• Series 6 or 7 license preferred.
• Equivalent education, experience, and KSA’s will be considered.

PHYSICAL AND OTHER REQUIREMENTS

• Willingness to work beyond normal hours as needed.
• Ability to sit and stand regularly.
• Occasionally lift and/or move up to 35 lbs.
• Specific vision abilities required.
• Reasonable accommodations may be made to enable performance of essential functions.

Ultimus is an equal opportunity employer and does not discriminate on the basis of the applicant’s or employee’s race, color, religion, national origin, ancestry, gender, sexual orientation, age, disability, veteran or military status, genetic information, citizenship or any other status entitled to protection under federal, state or local anti-discrimination laws. No questions on our employment application are intended to secure information that is to be used for impermissible purposes.