Intake Coordinator - Contractor

Commonwealth of Massachusetts; Boston (MA); On-site; USD 59,000 - 85,000; Full time

Job summary

Commonwealth of Massachusetts seeks an Intake Coordinator - Contractor to manage complaint-intake and related administrative tasks for the Board. The role requires reviewing submissions, organizing data, and coordinating communications across stakeholders to ensure timely processing.

The position emphasizes discretion with confidential information, independence in analysis, and strong written and oral communication skills.

Qualifications

• Highly organized and detail oriented; able to exercise discretion with confidential information.
• Effective written and oral communication with diverse stakeholders.
• Ability to independently analyze records and information for timely complaint-intake operations.
• Strong accuracy in preparing correspondence, reports, and tracking data.
• Experience gathering and organizing information for intake processes.

Responsibilities

• Review and evaluate complaints and intake submissions within Board jurisdiction.
• Organize, track, and monitor complaint-intake information and communications.
• Conduct research and provide analysis and recommendations on intake activities.
• Compile and analyze data; prepare evaluations on intake trends and workload.
• Maintain databases, spreadsheets, and electronic records related to complaints.

Skills

Organization

Detail orientation

Discretion

Communication

Analytical thinking

Job description

An Official website of the Commonwealth of Massachusetts

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.

Duties and Responsibilities (these duties are a general summary and are not all inclusive):

• 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.

Preferred Qualifications:

• 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.

Additional Contract 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, performance, and allocation of funds
• All employees will be paid on a biweekly basis and must have direct deposit

The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth.

We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest of states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities.

DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems.

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.

For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

Minimum Entrance Requirements: None.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

An Equal Opportunity / Affinitive Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Primary Location

United States-Massachusetts-Boston-250 Washington Street

Job

Administrative Services

Agency

Department of Public Health

Schedule

Full-time

Shift

Day

Job Posting

Oct 16, 2026, 4:48:34 PM

Number of Openings

1

Salary

42.88 - 61.71 Hourly

If you have Diversity, Affinitive Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Sandra Semedo/[e-mail] - 6173524250

Bargaining Unit : Non

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes