Background Coordinator

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 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.

Responsibilities

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.

• 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 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.
• 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.
• 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 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.
• 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).
• 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 informs Director of Human Resources of all convictions.
• 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.
• Reviews all NYC Department of Investigation (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.
• 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.
• 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 candidate's Employment Eligibility is correctly entered into 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.

Requirements

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.

Skills

• 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

Qualifications

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