University of Colorado Department of Intercollegiate Athletics Dal Ward Athletic Center 368 UCB Boulder, CO 80309-0368 303-492-7931 MEMORANDUM To: Department of Intercollegiate Athletics Employees From: Cory Hilliard RE: Layoff Notification / Plan Date: April 6, 2012 The purpose of this memorandum is to inform the Department of Intercollegiate Athletics (“Athletics”) staff of a scheduled layoff, to facilitate strategic planning prior to the abolishment of any positions and to provide an open and transparent explanation for the elimination of positions and/or services. Per State Personnel Board Rules and Directors Procedures, for any and all layoffs, after making its business decisions and ten days prior to issuing the first layoff notice, the department shall post a Layoff Plan, signed by the Executive Director, head of a principal department or designee, both in a conspicuous place where all impacted parties have access to view the posting and on the University of Colorado at Boulder Human Resources website – hr.colorado.edu. Description of the planned changes: With the pending retirement of the Athletics Business Office (“Business Office”) long-term Accountant II, Athletics’ recent move to the Pac-12 and its potential for significant budget growth for Athletics, and the full integration of the Concur Expense System, additional leadership oversight and professional accounting expertise is required. As a result, the Business Office reporting model must change and job duties re-assigned to ensure professional accounting support is appropriately in place to meet these changing needs. To that end, on April 4, 2012, funds were made available to fill a position previously held by the Assistant Business Manager, which will now be the Director of Business Operations, and a reorganization of duties has been defined. As Athletics grows and develops within the Pac-12, the Business Office will experience changes on the demands for service and accountability. In March 2010, through a national search, the then Assistant Business Manager was selected for the position of Associate Athletic Director of Business Operations. However, due to budgetary constraints at that time, the newly vacated Assistant Business Manager position could not be immediately filled and the Associate Athletic Director of Business Operations largely performed the duties of both positions. In July 2010, an Administrative Assistant III position within Women’s Basketball was absorbed by the Business Office to provide administrative support to the Associate Athletic Director of Business Operations with some of the clerical duties previously performed by the vacant Assistant Business Manager position. Specifically, these duties involved support of the coordination of the Courtesy Car Program (15%); coordination of the monthly Business Operations meetings (10%); quality control and operational efficiency (25%); assistance with the implementation of the Concur Expense System, which included company credit card reconciliation (25%) and the integration of university systems and practices (25%). The systems now have been integrated and staff has been trained in the use of the systems. Now that these systems are in place and running effectively, and funds have been made available to hire a Director of Business Operations, the additional support from the Administrative Assistant III is no longer necessary. Going forward, the Director of Business Operations will be charged with overseeing any further integration and with evaluating the impact of the systems on the general ledger and all related financial statements for Athletics. Organizational chart changes: The Administrative Assistant III position will be abolished. A search for the Director of Business Operations (formerly titled Assistant Business Manager) will be initiated. The current Accountant I will be promoted to Accountant II and a search will be conducted to fill the vacant Accountant I. Reasons for the change: Please refer to “Description of the planned changes”, section above. Anticipated benefits and results: With the hiring of the Director of Business Operations, the Associate Athletic Director of Business Operations will be able to shift his focus to a financial management, budget, strategic planning and compliance role. Expected changes for the employees: It is anticipated these changes will result in increased collaboration between Athletics Business Office staff which will lead to opportunities for streamlining workloads, opportunities to participate in special assignments, and to increase our outreach to department staff. Work absorption: Director of Business Operations 1) This position will assume all aspects of the Courtesy Car Program for Athletics. The job responsibilities will be moved from the Associate Athletic Director of Business Operations and the Administrative Assistant III positions. 2) This position will handle all Post Season travel coordination. These responsibilities will be moved from the Associate Athletic Director of Business position. 3) This position will coordinate all Business Operation Meetings. These responsibilities will be moved from the Administrative Assistant III position. 4) This position will provide overall leadership and oversight of the Concur Expense System and subsequent Company Credit Reconciliation for Athletics to ensure adequate controls and audit concerns are continuously managed and professional accounting support is in place. These responsibilities will be moved from the Administrative Assistant III position and shared with the Associate Athletic Director of Business position. Accountant I 1) Provide professional payroll and human resource services by managing and auditing the bi- weekly payroll process and its multi-tiered steps and the subsequent review and reconciliation those expenses have on the respective budgets and cost centers. This will include new students and six-month temporary employee appointments as well as camp employees in which additional audit exposures are present and professional accounting is needed. These responsibilities will be moved from the Administrative Assistant III position. Program Assistant II Business 2) Expense system delegate for all Athletic Departments. Determine if expenditures are allowable under policy guidelines, monitor account transactions, audit account codes, audit receipts and expense reports for errors or omissions and determine the course of action to take or who to contact to resolve issues or errors. These responsibilities will be moved from the Administrative Assistant III position. Accounting Technician III Travel 3) Expense system liaison between the Athletic Business Office and internal and external customers. Arrange training opportunities to department staff through face-to-face meetings and one-on-one meetings through phone or email. Assist in troubleshooting expense system issues and communicate regularly with updates or changes to the expense system. These responsibilities will be moved from the Administrative Assistant III position. Classes affected: Administrative Assistant III Please contact Cory Hilliard if you have any questions about this notice.
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