Intake Coordinator - Contractor

Commonwealth of Massachusetts • Boston, MA

23d

About The Position

The Massachusetts Department of Public Health's Bureau of Health Professions Licensure, Board of Registration in Dentistry, is seeking a contracted Intake Coordinator to coordinate complaint-intake, operational, and administrative activities for the Board. The coordinator reviews and evaluates complaints and other submissions within the Board's jurisdiction; organizes, tracks, and analyzes information and communications; conducts research; prepares correspondence and reports; maintains records and tracking systems; and supports the efficient and consistent processing of matters received by the Board.

The successful candidate is highly organized and detail-oriented, exercises discretion with confidential information, communicates effectively with a wide range of stakeholders, and independently analyzes records and information to support timely and accurate complaint-intake operations. The position is a contract with a service period of November 1, 2026, through October 31, 2027. Contracts may be renewed subject to Department approval, performance, and available funding. Benefits are unavailable except for sick leave accruals. Employees are paid biweekly and must use direct deposit.

The Department of Public Health's mission is to prevent illness, injury, and premature death; assure access to high-quality public health and health care services; and promote wellness and health equity throughout the Commonwealth. DPH coordinates programs and policies, licenses health professionals and facilities, monitors health status, and works with local and community partners on public health matters.

Requirements

• Minimum entrance requirements: None.
• Exercise discretion when handling confidential information.
• Independently analyze records and information to support timely and accurate complaint-intake operations.

Nice To Haves

• Knowledge of work simplification methods and general report-writing methods.
• Ability to understand, explain, and apply laws, rules, regulations, policies, procedures, standards, and guidelines governing assigned activities.
• Ability to analyze data, draw conclusions, and make appropriate recommendations.
• Ability to gather information by questioning individuals and examining records and documents.
• Ability to maintain accurate records and prepare reports, charts, graphs, and tables.
• Strong written communication skills, including the ability to write concisely and develop ideas in a logical sequence.
• Strong oral communication and interpersonal skills, including the ability to deal tactfully with others and maintain effective working relationships.
• Ability to work independently, exercise sound judgment, and adjust to changing work situations and program requirements.
• Ability to exercise discretion in handling confidential information.

Responsibilities

• Review and evaluate complaints, reports, and other intake submissions concerning dentists, dental hygienists, dental assistants, dental facilities, and other matters within the Board's jurisdiction, following established procedures.
• Organize, prepare, analyze, track, and monitor complaint-intake information and communications received by and sent by the Board.
• Conduct research, compile information, provide analysis, and make appropriate recommendations regarding complaint intake and other assigned Board activities.
• Compile, review, and analyze statistical data and prepare evaluations and recommendations regarding intake trends, workload, timeliness, and special projects.
• Create and maintain databases, spreadsheets, tracking tools, reports, correspondence, and other electronic records related to complaints and Board activities.
• Compose and review letters, memoranda, notices, and reports for accuracy, completeness, content, and consistency with Board procedures and requirements.
• Respond to telephone and email inquiries, provide information about Board processes and procedures, and make appropriate referrals while maintaining professional customer service.
• Coordinate and monitor administrative and program activities related to complaint intake and case preparation, and maintain organized complaint files and supporting documentation.
• Provide technical assistance and procedural guidance concerning intake workflows, documentation standards, tracking requirements, and established office procedures.
• Maintain calendars, schedules, and due-date tracking for assigned complaint-intake and Board activities using Outlook and other agency systems.
• Verify complaint-intake information by reviewing records and documents and, when appropriate, contacting relevant parties to establish accuracy and completeness.
• Provide administrative planning and follow-up support for matters referred for investigation, inspection, compliance review, or other Board action, including assembling and maintaining relevant intake documentation.
• Perform other related duties as assigned.

Benefits

• Sick leave accruals are available; other benefits are unavailable for this contract.
• The job posting also describes a comprehensive employee benefits package offered to Commonwealth employees generally, but does not specify that it applies to this contract position.

What This Job Offers

• Education Level: No Education Listed