Background Coordinator

NYC Health + Hospitals; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

NYC Health + Hospitals is seeking a Background Coordinator to manage confidential background checks for candidates and promotions, ensuring compliance with operating procedures and state/federal laws. You will work with Onboarding Specialists, validate education and licenses, and document results in HCM and OnBase systems.

You will handle I-9/E-Verify steps, escalate inconsistencies to HR leadership, and maintain the highest level of confidentiality while supporting retrieval of background

Qualifications

• Bachelor’s Degree in HR, Business Admin, Public Relations, Healthcare Admin, Psychology, or Communications.
• Two (2) years of HR transactional experience, with onboarding and/or background investigations.

Responsibilities

• Manage a caseload of background investigations and coordinate with Onboarding Specialists.
• Document results in background records and HCM/OnBase systems.
• Review and resolve inconsistencies in candidate records with HR leadership.
• Escalate issues to Corporate Background Administration as needed.
• Perform various background checks (OIG, sex offender registry, SCR, SEL, CBC).
• Verify licenses, education, and primary source verifications; ensure accuracy.
• Assist with I-9/E-Verify processes and related documentation.
• Maintain confidentiality and support weekly progress reporting.

Skills

Analytical problem-solving

Time management

Customer service

Interpersonal skills

Education

Bachelor’s Degree in HR/Business/Healthcare/Communications

Tools

HCM System

OnBase

MS Office

Google Suite

Job description

Marketing Statement

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

Marketing Statement

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.
At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Duties & Responsibilities

Purpose of Functional Assignment

Under supervision, the Background Coordinator is responsible for conducting confidential background checks required to clear a candidate for hire and/or promotion in compliance with applicable Operating Procedures, Background Guidelines and local, NYS and Federal laws and regulations.

Essential Duties And Responsibilities

• Manages a caseload of background investigations and partners with the Onboarding Specialists to perform background checks required to clear a candidate for hire or promotion/transfer.
• Documents the results of all background checks in the candidate’s background record, Security Clearance tab in Human Capital Management (HCM) system and OnBase.
• Ensures all pending background clearances that require follow up, as well as inconsistencies in a candidate’s record are reviewed with the Director of Human Resources and the outcome(s) is documented.
• Escalates concerns and/or inconsistencies in candidate’s background record, specific findings and/or facility processes that are not in alignment with established standards to the Corporate Office of Background Administration for guidance.
• Conducts various background checks, including but are not limited to:
• Exclusion checks (e.g., Health and Human Services, Office of Inspector General (OIG), etc.), using all name combinations.
• NYS and Nationwide Sex Offender Registry checks.
• NYS Statewide Central Register (SCR) of Child Abuse and Maltreatment.
• NYS Justice Center Staff Exclusion List (SEL) check.
• NYS Justice Center Criminal Background Check (CBC).
• Other background checks as needed.
• Education & Experience Verifications
• Reviews background vendor case reports and confirms that the appropriate follow-up was conducted to clear the candidate and adjudicate any components returned with a “Review”. Updates background record with the findings.
• Verifies background report against candidate’s resume and Post-Offer Employment Application.
• Conducts verifications of High School General Equivalency Diplomas (GEDs) via applicable State site.
• License Verifications
• Confirms all primary source verifications of professional licenses, registrations and/or certifications were conducted through the NYS Office of Professions and/or the applicable licensing bodies conducted using the candidate’s license number and results match the candidate’s legal name.
• Confirms the primary source verification include a check for disciplinary actions against the candidate’s professional licenses, if available.
• Escalates any issues with primary source verification to the Director of Human Resources for review and follow up.
• Employment Eligibility (Form I-9/E-Verify)
• Assists Onboarding Specialist with the review of Section 1 of Form I-9 to ensure completed correctly at the onboarding appointment; contacts the Onboarding Specialist to have the candidate make any required correction on their first day of employment, if required.
• Reviews Section 2 of Form I-9 to ensure supporting documents presented by the candidate are acceptable and that the section was accurately completed by the Onboarding Specialist.
• Enters required data into HCM Identification tab.
• Submits cases to E-Verify using the candidate’s supporting Form I-9 documents, reviews and documents results.
• Alerts the Director of Human Resources of all E-Verify cases returned with a Tentative Non-Confirmation and provides candidates with the documents required to resolve the case.
• Enters E-Verify case number in HCM Security Clearance tab.
• Assists with tracking Form I-9 supporting documents that require reverification; updates HCM and employee’s Form I-9 with additional document(s).
• Review of Fingerprint Results and/or Conducts Criminal History Record Searches:
• Conducts NYS Criminal History Searches for candidates who do not require digital fingerprints.
• Confidentially reviews candidate fingerprint results/criminal searches and compares against the candidate’s completed Conviction Record form.
• Completes the Criminal History Review Form and inform Director of Human Resources of all convictions; and
• In the event an offer of employment is rescinded, provides the requested documentation for the Fair Chance Act Notice and assists in drafting notice for review and approval.
• NYC Department of Investigation (DOI)
• Reviews all DOI background documents (Stop Credit Discrimination in Employment Act (SCDEA) Form, Authorization, Tax Release, DOI Terms & Conditions, etc.) collected and/or prepared by the Onboarding Specialist for completeness.
• Confirms the candidate’s DOI questionnaire(s) and DOI authorization are notarized.
• Submits completed packages to DOI and updates HCM Security Clearance tab.
• Review of Background Records:
• Reviews all background results against candidate’s onboarding documents (e.g., resume, employment application, etc.) and flags any inconsistencies and/or incomplete information and discusses with the Director of Human Resources.
• Tracks background checks and saves results to candidate/employee background records for assigned candidates.
• Reviews completed background and personnel records for assigned candidates to ensure all documents are on record and the checks required to clear a candidate for hire or promotion/transfer were conducted and documented on the Human Resources Onboarding checklist.
• Contacts the Onboarding Specialist when additional information and/or documentation is required to complete a background check for their assigned candidates, including obtaining additional documentation to verify education and/or experience that was verified by the background vendor.
• Signs off on completed Human Resources Onboarding checklist for submission to the Director of Human Resources for final review and approval that the candidate is cleared for hire.
• HCM Data Entry/Review:
• Enters and/or reviews the data in HCM Security Clearance tab for each background check (e.g., Fingerprint date and NYSID#, E-Verify Case No., DOI dates, etc.).
• Confirms that the candidate’s information in Person Profile (education and licensure) is correct and reflects the results of the background checks.
• Confirms that the data regarding a candidates Employment Eligibility is correctly entered in to the HCM system, with expiration dates entered only for documents that require reverification (e.g., Visa, Employment Authorization Document (EAD) card, etc.).
• Provides weekly progress reports to supervisor on the status of background clearances for assigned candidates.
• Works in conjunction with Human Resources Compliance/Records Management to ensure the documentation of all background checks are uploaded into OnBase and are clear and legible.
• Runs background queries in HCM to ensure quality control and/or audit employee records.
• Assists with auditing Background and Personnel Records for current employees to ensure all required checks and documents have been completed and properly documented (e.g., verification of education & experience, exclusion checks, licensure, Form I-9, etc.).
• Completes all required background training upon hire/assignment to the role of Background Coordinator, as well as any required training, and all annual refresher training.
• Maintains highest level of confidentiality with sensitive matters and only shares candidate/employee information with designated staff within Human Resources.
• Performs other related confidential background and/or background audit duties, as assigned.

Minimum Qualifications

• Bachelor’s Degree from an accredited college or university in Human Resources Management, Business Administration, Public Relations, Healthcare Administration, Psychology, Communications or a related discipline; and
• Two (2) years of experience in Human Resources performing transactional functions, one (1) year of which must have been in onboarding new hires and/or conducting background investigations.

Department Preferences

Certifications Preferred

• Professional certification or credential in Human Resources (SHRM-CP, SHRM-SCP, PHR or SPHR).

Preferred Knowledge Areas, Skills, Abilities, And Other Qualifications

• Transactional Human Resources experience, including onboarding and/or background investigations.
• Analytical problem-solving skills.
• Time management skills and the ability to work under pressure with tight deadlines.
• Strong customer service and interpersonal skills.
• Experience using the following computer programs and/or software:
• HCM or other Human Resources Systems
• Microsoft Office Products
• Google Suite