POSITION IDENTIFICATION
TITLE Background Check Coordinator
CLASSIFICATION NUMBER 3380
GRADE 12
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Associate Director of Human Resources
GENERAL FUNCTION
The Background Check Coordinator manages and oversees all aspects of the University’s background screening process in compliance with institutional policies and applicable laws. This role supports HR compliance functions including background checks, I‑9/E‑Verify processing, employment verification, and onboarding support. The position also performs administrative, financial, and records management duties to support department operations.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and three years of general office experience or an equivalent combination of education and general office experience is required. Previous experience with background checks, E-Verify and I-9 regulations and processes is preferred. Prior experience with scanning and indexing of documents is preferred.
Skills: Good organizational and data entry skills as well as attention to detail is required. A working knowledge of Microsoft Office word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications and other systems or applications that may be used within the University or department is required. The ability to maintain moderately complex filing systems and records and make mathematical calculations is required. Effective verbal and written communication skills are required.
Effort: Position is primarily sedentary and requires extensive keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Oversees and submits the employee information for required background checks including full time staff and faculty, and various part time staff, adjunct, university affiliates, students, and volunteers according to the University’s Criminal Background Check Policy.2. Monitors the entire background check process, completes background check notifications, maintains related spreadsheets, prepares correspondence, and reviews and processes the vendor invoices for payment.
3. Scans and indexes the background check information and other documentation into the Banner Document Management System (BDMS).
4. Reviews Form I-9 paperwork for completeness and accuracy, assisting with various I-9 and E-Verify compliance questions and processing E-Verify forms for designated areas of campus as needed.
5. Oversees employment verifications processing and Public Service Loan Forgiveness requests, preparing response letters and required forms in a timely manner following all applicable State and Federal guidelines.
6. Maintains all new staff and faculty orientation materials and prepares folders and information for the orientations as needed.
7. Processes department bills for goods or services received in the department by determining the appropriate method and utilizing University budget and financial processes.
8. Assists the Human Resources Director to varying degrees in maintaining financial control of departmental accounts by reconciling purchases to Financial Services reports, tracking income, expenditures, and transfers to Financial Services reports, and/or maintaining internal records of expenditures.
9. Supports the administrative business functions of the department by monitoring the general Human Resources and the HR Employment e-mail boxes, maintaining the departmental website and databases, scheduling the use of conference rooms, and maintaining security of equipment, files, and records.
10. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by their Supervisor or required for their work at the University.
11. Supports the department by performing all other duties as assigned by the supervisor.
SUPERVISION
The Background Check Coordinator has no direct reports or full supervisory responsibilities, but may oversee some scheduling, assigning tasks and reviewing completed work of others.
OFFICE OF HUMAN RESOURCES
JUNE 2026
