Specialist, Pharmaceutical, Regulatory Compliance Specialist

Background Check Specialist

The Background Check Specialist is responsible for managing and supporting the background check investigation process in compliance with federal and state licensing requirements. This role coordinates and documents all required background check requests and results, ensuring accuracy, completeness, and timely submission. The Background Check Specialist conducts quality assurance reviews to confirm that all background check packets are complete before submission and that results are processed within required time frames and deadlines.

The Background Check Specialist plays a critical role in safeguarding organizational compliance, protecting youth in care, and supporting the timely onboarding of staff, foster/resource parents, and volunteers.

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned.

• Process and track all background check requests, including staff, contractors, foster/resource parents, and volunteers.
• Maintain an organized workflow to ensure that all requests are initiated promptly and by applicable requirements.
• Serve as the main point of contact for background check inquiries and updates.

• Collect, organize, and maintain all required background check documentation, ensuring confidentiality and compliance with data protection standards.
• Ensure accuracy and completeness of all records before submission.
• Maintain digital and physical filing systems for audit readiness.

• Conduct thorough quality assurance reviews of all background check packets to confirm compliance with licensing and organizational standards.
• Monitor deadlines and ensure timely submission and processing of results.
• Flag discrepancies, errors, or incomplete documentation and coordinate corrective actions.

• Collaborate with Human Resources, Program Directors, and Compliance teams to align background check processes with hiring and onboarding timelines.
• Communicate with external agencies, licensing bodies, and investigative partners to facilitate the timely return of results.
• Provide status updates and ensure transparency with leadership on pending or delayed checks.

• Support the development and implementation of policies and procedures related to background checks.
• Recommend process improvements to strengthen efficiency and compliance.
• Stay current on changes to federal and state background check requirements.

• Prepare routine reports summarizing background check activity, timelines, and compliance outcomes.
• Track and monitor metrics to ensure ongoing adherence to required standards.
• Provide data and documentation during audits, inspections, or internal reviews.

• Exercise discretion and sound judgment when handling sensitive and confidential information.
• Ensure all practices meet organizational, state, and federal requirements for privacy and data security.

• Support evolving compliance needs to ensure timely and accurate background check processes.
• Assist with special projects, external reviews, or audits as directed by leadership.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Competencies:

To perform the job successfully, an individual should demonstrate the following.

• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; demonstrates excellent time management and reliability; ensures tasks and appointments are executed as scheduled.
• Business Ethics – Builds trust and credibility by consistently maintaining the highest level of integrity; treats all employees, colleagues, members of leadership, clients, and vendors with respect while upholding the organization's values in all interactions; demonstrates professionalism, transparency, fairness, honesty, and accountability in each task.
• Continuous Learning – Proactively identifies their…