Intake Coordinator - Contractor

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Job Description
- Intake Coordinator
- Contractor (260006WN)

Job Description

Intake Coordinator
- Contractor - ( 260006WN )

Description

The Massachusetts Department of Public Health's (DPH) Bureau of Health Professions Licensure (BHPL), Board of Registration in Dentistry, is seeking a contracted Intake Coordinator to coordinate complaint-intake, operational, and administrative activities for the Board.

The Intake Coordinator
- Contractor will review and evaluate complaints and other submissions involving matters within the Board's jurisdiction; organize, track, and analyze information and communications; conduct research; prepare correspondence and reports; maintain records and tracking systems; and support the efficient and consistent processing of matters received by the Board.

To be successful in this role, candidates should be highly organized, detail oriented, able to exercise discretion with confidential information, communicate effectively with a wide range of stakeholders, and independently analyze records and information to support timely and accurate complaint-intake operations.

• 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 in accordance with 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 concerning 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 information received during complaint intake 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.

• 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.
• Capacity 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 and 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.

• Period of Service: 11/1/2026 – 10/31/2027
• Benefits are unavailable with the exception of sick leave accruals
• Contracts are renewable, subject to Department approval,…