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									                     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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