Document Services Coordinator

PacificSource; Northern (KY); Hybrid; USD 36,000 - 57,000; Full time

Benefits offered by this job

Flexible telecommute policy

Medical, vision, and dental insurance

Incentive program

Paid time off and holidays

401(k) plan

Volunteer opportunities

Tuition reimbursement and training

Life insurance

Flexible spending account

Job summary

PacificSource is seeking a Project Coordinator to support enterprise document requests and governance activities. You will coordinate intake, routing, tracking, and lifecycle management across business units, ensuring timely deliverables while maintaining HIPAA compliance and privacy standards.

The role emphasizes collaboration, process improvement, and thorough documentation. Candidates should have 3+ years of project coordination and strong Microsoft Office skills.

Qualifications

• Minimum 3 years of project coordination or related administrative support experience.
• Experience coordinating multiple projects and cross-functional stakeholders preferred.
• Familiarity with healthcare operations and regulatory compliance is a plus.
• Proficient in Microsoft Office and standard reporting tools.

Responsibilities

• Coordinate intake, routing, and tracking of enterprise document requests.
• Track document projects and workflow activities to ensure timely completion of deliverables and deadlines.
• Schedule and support document governance meetings, including preparation of materials and follow-up activities.
• Coordinate annual document reviews and document lifecycle management activities.
• Maintain workflow tracking systems, project records, and supporting documentation.
• Monitor project status and communicate updates, risks, and deadlines to stakeholders.
• Coordinate communications and information exchange with business units and operational stakeholders.
• Prepare operational status reports and provide updates on workload, workflow, and project activity.
• Coordinate vendor interactions and scheduling activities to support document production and fulfillment services.
• Support process improvement efforts through workflow monitoring and documentation maintenance.
• Assist with departmental communications and stakeholder outreach.
• Support continuous improvement and operational effectiveness initiatives.
• Coordinate training logistics and related administrative activities.
• Maintain departmental records, files, and documentation.
• Meet department and company performance and attendance expectations.
• Follow the PacificSource privacy policy and HIPAA laws and regulations concerning confidentiality and security of protected health information.
• Perform other duties as assigned.

Skills

Project coordination

Workflow management

Healthcare operations

Cross-functional coordination

Communication

Administrative support

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Excel

Word

PowerPoint

Teams

Job description

About PacificSource

Looking for a way to make an impact and help people? Join PacificSource and help our members access quality, affordable care! PacificSource is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, sex, sexual orientation, gender identity, national origin, genetic information or age. PacificSource values the diversity of our community, including those we hire and serve. We are committed to creating and fostering a work environment in which individual differences and diversity are appreciated, respected and responded to in ways that fully develop and utilize each person’s talents and strengths.

Job Responsibilities

Essential Responsibilities

• Coordinate intake, routing, and tracking of enterprise document requests.
• Track document projects and workflow activities to ensure timely completion of deliverables and deadlines.
• Schedule and support document governance meetings, including preparation of materials and follow-up activities.
• Coordinate annual document reviews and document lifecycle management activities.
• Maintain workflow tracking systems, project records, and supporting documentation.
• Monitor project status and communicate updates, risks, and deadlines to stakeholders.
• Coordinate communications and information exchange with business units and operational stakeholders.
• Prepare operational status reports and provide updates on workload, workflow, and project activity.
• Coordinate vendor interactions and scheduling activities to support document production and fulfillment services.
• Support process improvement efforts through workflow monitoring and documentation maintenance.

Supporting Responsibilities

• Assist with departmental communications and stakeholder outreach.
• Support continuous improvement and operational effectiveness initiatives.
• Coordinate training logistics and related administrative activities.
• Maintain departmental records, files, and documentation.
• Meet department and company performance and attendance expectations.
• Follow the PacificSource privacy policy and HIPAA laws and regulations concerning confidentiality and security of protected health information.
• Perform other duties as assigned.

Success Profile

Work Experience

Minimum of 3 years of project coordination, workflow administration, healthcare operations, business operations, communications, or related administrative support functions required. Experience coordinating multiple projects, managing timelines, and working with cross-functional stakeholders preferred.

Education, Certificates, Licenses

High school diploma or equivalent required.

Knowledge

• Project coordination and workflow management principles.
• Business communication and stakeholder engagement techniques.
• Scheduling, meeting coordination, and administrative support practices.
• Reporting tools, workflow tracking systems, and project management applications.
• Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Documentation management, record retention, and process documentations practices.
• Basic understanding of healthcare operations and regulatory compliance requirements.

Competencies

• Adaptability
• Building Customer Loyalty
• Building Strategic Work Relationships
• Building Trust
• Continuous Improvement
• Contributing to Team Success
• Planning and Organizing Work
• Standards Environment

Skills

• Accountability, Collaboration, Communication (written/verbal), Flexibility
• Listening (active), Organizational skills/Planning and Organization, Problem Solving, Teamwork

Compensation Disclaimer

The wage range provided reflects the full range for this position. The maximum amount listed represents the highest possible salary for the role and should not be interpreted as a typical starting wage. Actual compensation will be determined based on factors such as qualifications, experience, education, and internal equity. Please note that the stated range is for informational purposes only and does not constitute a guarantee of any specific salary within that range.

Base Range: $35,542.81 - $56,868.50

Benefits

• Flexible telecommute policy
• Medical, vision, and dental insurance
• Incentive program
• Paid time off and holidays
• 401(k) plan
• Volunteer opportunities
• Tuition reimbursement and training
• Life insurance
• Options such as a flexible spending account

Physical Requirements

Stoop and bend. Sit and/or stand for extended periods of time while performing core job functions. Repetitive motions to include typing, sorting and filing. Light lifting and carrying of files and business materials. Ability to read and comprehend both written and spoken English. Communicate clearly and effectively.

Our Values

We live and breathe our values. In fact, our culture is driven by these seven core values which guide us in how we do business: We are committed to doing the right thing. We are one team working toward a common goal. We are each responsible for customer service. We practice open communication at all levels of the company to foster individual, team and company growth. We actively participate in efforts to improve our many communities-internally and externally. We actively work to advance social justice, equity, diversity and inclusion in our workplace, the healthcare system and community. We encourage creativity, innovation, and the pursuit of excellence.

Company Recognition

• Top Workplace 2026, 2025 and 2024 USA | USA Today 2025 Healthcare Top Workplaces | Energage Top Workplaces # 6 Healthiest Employer of Oregon 2025 | Portland Business Journal Top Workplace 2024, 2023 and 2022 for Oregon and SW Washington | The Oregonian Top Workplace 2025, 2024, 2023 and 2022 for the Treasure Valley | Idaho Press Certified Age Friendly Employer, 2023 | Age Friendly Institute PacificSource is an equal opportunity employer.

Company Overview

PirateSource is anything but a typical health insurance company. Founded in 1933, we are an independent, not-for-profit organization that puts our members, and their communities first- across Idaho, Oregon, Montana, and Washington. It's our employees who make it happen: promoting health equity and partnering with providers to deliver better access to optimal, affordable care. So yes, with PacificSource, you get to do great things. In our effort to put members first—more than 525,000 of them—initiative, commitment, and hard work are supported and rewarded with excellent benefits, competitive wages, and opportunities for personal growth and advancement.