Page 200 LCCC BOARD AGENDA FOR ALL DISCUSSION AND ACTION ITEMS May 11, 2021 Action Item Organization Restructure Background Evaluation of Lewis and Clark Community College’s organizational restructuring work continues along with key policy development and refinement work with the objective to review roles and responsibilities across campus, and make sound recommendations that can strengthen our support and leadership for a teaching and learning mission. Our continued discussion and effort from campus leadership, recommendations outlined below represent an additional step to focus on a structure to promote strong teaching and learning, exceptional student success and an inclusive organizational culture. It is expected that organizational structure and policy evaluation exists as a normal leadership activity to recognize objective efficiencies that reassure Lewis and Clark’s vitality and value. This restructuring work is a collaborative effort that includes deans, vice presidents, human resource leadership, and faculty leadership representation. The current restructure plan will be presented to the Board in multiple phases, with the below recommendation reflecting phase three. Implications The implications of phase three (3) recommendations include the following five (5) scenarios: Scenario One: Transfer of Audio-Visual Services from IT to Campus Operations • • • •
Eliminate the Director, Audio Visual Systems (effective June 30) Approve new position: AV Technician (effective July 1) Permit immediate posting of AV Technician (effective July 1) Approve transfer of Audio-Visual Services to the Manager, Auxiliary Services (under Campus Operations from Information Technology)
Focus: The AV Services department, which has previously overseen classroom AV, has in the past reported to the Chief Information Officer in the IT division. Audio Visual Services will be moved under Campus Operations and report to the Manager, Auxiliary Services, where Campus Events AV already reports. This move combines all campus Audio Visual Services under the Campus Operations division and provides needed oversight of all Campus AV Services, eliminating the redundancy of management needed to oversee the AV functions of the college. Classroom and Campus Events AV responsibilities will be distributed among existing positions and the new position being added.
Page 200a Efficiencies: The elimination of the Director, Audio Visual Systems and approval of an AV Technician provides the needed support personnel required to support Campus Events and Classroom AV. The FY 20 salary for the Director position represents $91,493. The approval of an AV Technician position is estimated to be $25,261 - $32,839. Depending on the placement of the AV Technician this reorganization represents an estimated savings of $60,000 approximately. Scenario Two: Campus Operations/Maintenance •
Change the reporting of Maintenance Department from VP Administration to the Director, Capital Projects and Campus Operations.
Focus: Currently the Manager of Facilities reports directly to the VP Administration. However, in daily practice, the Manager works regularly with the Director, Capital Project and Campus Operations to resolve issues and evaluate budget. Additionally, the Director, Capital Projects and Campus Operations oversees the daily operations of other departments such as Grounds, Custodial, and auxiliary services. Changing this reporting structure brings efficiency and essentially codifies current practice surrounding day-to-day management. Efficiencies: There is no financial impact in changing this reporting structure. The change codifies current practice. Scenario Three: Human Resources • • • • • •
Eliminate Training & Compliance Coordinator (effective immediately) Eliminate, HR Administrative Specialist (effective June 30 or with the hiring of two new positions noted below if later) Approve new position: Manager, Talent & Team Relations (effective July 1) Approve new position: HR Assistant (effective July 1) Permit immediate posting of Manager, Talent & Team Relations and HR Assistant Change title of HR Recruiting Specialist to HR Onboarding Specialist
Focus: The reorganizational proposal within HR does not create new headcount, but seeks to repurpose and reallocate resources from two positions being eliminated across the existing HR team into two new positions. An entry-level HR manager will take on a stronger role in recruitment and overseeing new hire orientation process alongside providing support to the team in assisting with the day-to-day management of the department and College team relations. An HR assistant position will absorb routine, clerical, and basic administrative functions from other specialists on the HR team and serve as the primary liaison between HR and payroll. Duties from the two eliminated positions will primarily be absorbed into the Manager and HR Assistant role, with some duties also being spread across the HR Onboarding Specialist and new Director of Diversity, Equity, and Inclusive Excellence. Efficiencies: The elimination of two full-time positions within HR: the Training & Compliance Coordinator and the HR Administrative Specialist.
Page 200b The FY 20 salary for the Training & Compliance Coordinator position represents $39,818, while the FY 20 salary for the HR Administrative Specialist position represents $38,110. The approval of the Manager position is estimated to be $48,629 – $63,218, while the approval of an HR Assistant is estimated to be $31,592 – $41,069. Depending on the placement of these two positions within the reorganization represents an estimated cost of $10,000 approximately. Scenario Four: Finance • • • •
Elimination of Associate Vice President, Accounting/Chief Budget Officer (effective April 30) Approve new position: Director, Payroll, Budget, & Fiscal Operations (effective July 1) Approve new position: Manager, Grant Operations (effective July 1) Permit immediate posting of Director and Manager positions (effective July 1)
Focus: The Director of Payroll, Budget & Fiscal Operations provides leadership, direction and management of payroll and budget functions as well as assumes fiscal responsibility for other planning, reporting, and oversight needs. The Manager of Grant Operations is responsible for the overall fiscal management and oversight of our grant programs. Both will share in the responsibility for financial statement integrity and institutional and program audits. Efficiencies: The elimination of the Associate Vice President/Chief Budget Officer position allows for the development of more specialized management roles in subject areas of the department. Responsibilities of the previous AVP are being distributed across these new positions as well as existing positions within Finance and provides an opportunity to rebalance and restructure. As grant revenues and expectations have grown and continue to grow, the need for a grants area within Finance has become more and more apparent. The Manager of Grant Operations role will allow us to begin to fill this void. The FY20 salary for the Associate Vice President, Accounting/Chief Budget Officer represents $172,969. The approval of the Manager position is estimated to be $55,473 - $72,115, while the approval of a Director is estimated to be $68,327 - $88,825. Scenario Five: Academic Affairs •
Approve promotion of Administrative Assistant to Administrative Assistant II (effective May 16)
Focus: In March, the Board approved the elimination of the Division Assistant-Student Development and Administrative Assistant/Division Assistant positions in order to create a combined single Division Assistant-Student Development & Business position with the overall goal of realizing efficiencies. This combined position was posted and is being interviewed. Dr. Lane’s Administrative Assistant took on additional work that was unable to be absorbed into the single position noted above. As a result, those duties were added to a proposed job description of Dr. Lane’s Administrative Assistant and sent to HR for review of grade. After evaluation, the enhanced level of duties added to the proposed job description warrant a promotion/upgrade of one subgrade (from B22 to B23). By policy, a promotion warrants a salary increase of 8% or an increase to the minimum of the new subgrade, whichever is greater.
Page 200c In this case, a title change from Administrative Assistant to Administrative Assistant II with a salary increase from $36,241 to $39,140 (subgrade midpoint: $38,861) would follow. President’s Recommendation It is the recommendation of the President that the Board accept the following organizational structure changes: • • • • • • • • • • • • • • • • •
Eliminate the Director, Audio Visual Systems (effective June 30) Approve new position: AV Technician (effective July 1) Permit immediate posting of AV Technician (effective July 1) Approve transfer of Audio-Visual Services to the Manager, Auxiliary Services (under Campus Operations from Information Technology) Change the reporting of Maintenance Department from VP Administration to the Director, Capital Projects and Campus Operations. Eliminate Training & Compliance Coordinator (effective immediately) Eliminate, HR Administrative Specialist (effective June 30 or with the hiring of two new positions noted below if later) Approve new position: Manager, Talent & Team Relations (effective July 1) Approve new position: HR Assistant (effective July 1) Permit immediate posting of Manager, Talent & Team Relations and HR Assistant (effective July 1) Change title of HR Recruiting Specialist to HR Onboarding Specialist (effective by or before June 1) Elimination of Associate Vice President, Accounting/Chief Budget Officer (effective April 30) Approve new position: Director, Payroll, Budget, & Fiscal Operations (effective July 1) Approve new position: Manager, Grant Operations (effective July 1) Permit immediate posting of Director, Payroll, Budget, & Fiscal Operations (effective July 1) Permit immediate posting of Manager, Grant Operations (effective July 1) Approve promotion of Administrative Assistant to Administrative Assistant II (effective May 16)