Job Description

Position Overview

The Embedded IT Director / On-Site Systems Specialist serves as the primary technical resource and internal IT lead for Dental Associates of Minnesota, while acting as the liaison to Darkhorse Tech .

This individual will ensure all local technology systems operate smoothly, securely, and efficiently across practice locations. They'll handle daily on-site IT support, oversee system performance and vendor relationships, and coordinate with Darkhorse Tech's remote service and engineering teams for escalations, upgrades, and long-term technology planning.

The role combines hands-on technical support with strategic oversight and leadership , providing an embedded resource who understands both the operational demands of a dental practice and the IT systems that enable it.

Core Responsibilities

1. On-Site IT Operations & Support

• Serve as the primary on-site IT contact for all Dental Associates of MN locations.
• Provide hands-on support for hardware, software, and network issues.
• Manage workstation and peripheral setup, troubleshooting, and maintenance.
• Coordinate with Darkhorse Tech's NOC and Service Desk to resolve escalated tickets.
• Monitor system performance, backups, and connectivity across all sites (cloud and local).

2. Internal IT Leadership & Coordination

• Act as the internal IT Director , representing Dental Associates' technology priorities to Darkhorse Tech.
• Manage IT initiatives, upgrades, and integrations across multiple practice locations.
• Develop and maintain IT standards and best practices for staff and office workflows.
• Serve as the communication bridge between Dental Associates' leadership and Darkhorse Tech's account and engineering teams.

3. Cybersecurity & Compliance

• Enforce HIPAA and cybersecurity best practices in collaboration with Darkhorse's security team.
• Oversee workstation patching, antivirus compliance, and access controls.
• Conduct or coordinate regular security checks, backup verifications, and endpoint audits.
• Maintain documentation for compliance and risk management reviews.

4. Documentation & SOP Development

• Create, update, and maintain Standard Operating Procedures (SOPs) for local IT operations, including:
• Equipment setup and onboarding.
• Backup and recovery protocols.
• Network troubleshooting workflows.
• Vendor and support escalation processes.
• Ensure all documentation is up-to-date, accessible in IT Glue, and aligned with Darkhorse standards.

5. Vendor & Partner Management

• Coordinate with external technology vendors for hardware procurement, warranties, and service agreements.
• Manage relationships with software providers (Open Dental, imaging systems, etc.).
• Oversee installation and maintenance scheduling with Darkhorse Tech's project teams.

6. Strategic Technology Planning

• Partner with Dental Associates leadership and Darkhorse Tech to design long-term IT roadmaps.
• Identify opportunities to improve efficiency through new technologies.
• Support planning and execution for system migrations, new site openings, or expansions.

Qualifications

• 5+ years of IT experience, preferably within dental, healthcare, or multi-location environments .
• Strong technical background in networking, hardware, and Microsoft/Cloud environments.
• Hands-on familiarity with dental software (Open Dental, Dexis, etc.)preferred.
• Understanding of HIPAA, data security , and compliance best practices.
• Excellent communication and interpersonal skills; confident working with both clinical and executive teams.
• Strong organizational and documentation habits.
• Ability to work independently on-site while coordinating remotely with a national IT provider.

Reporting Structure

• Employer: Darkhorse Tech
• Primary Worksite: Dental Associates of Minnesota (Savage, MN)
• Reports To: Dental Associates Executive Leadership
• Engagement Type: Full-time, Embedded On-Site Resource, works hand in hand with engaged MSP Vendor.

Success Metrics

• Reduction in IT downtime across sites.
• Increased satisfaction among Dental Associates staff and leadership.
• Improved documentation quality and process consistency.
• Successful coordination of Darkhorse and Dental Associates initiatives.
• Strong communication and trust between on-site teams and external IT support.

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