Document Services Coordinator

pacificsource; Portland (OR); On-site; USD 36,000 - 57,000; Full time

Job summary

PacificSource is seeking a detail-oriented Project Coordinator to support enterprise document requests and governance across the organization in the Portland area.

You will manage intake, tracking, and lifecycle activities, coordinate cross-functional communications, and help maintain accurate workflow records while complying with privacy and regulatory requirements. Travel ~10% may be required.

Qualifications

• Minimum 3 years of project coordination or related administrative support.
• Experience coordinating with cross-functional stakeholders preferred.
• Basic understanding of healthcare operations and regulatory compliance.

Responsibilities

• Coordinate intake, routing, and tracking of enterprise document requests.
• Track project progress to meet deliverables and deadlines.
• Schedule governance meetings and prepare materials.
• Coordinate document reviews and lifecycle activities.
• Maintain workflow tracking systems and supporting documentation.
• Communicate updates, risks, and deadlines to stakeholders.
• Support training logistics and related administrative activities.

Skills

Accountability

Collaboration

Communication

Flexibility

Listening

Organizational skills

Problem solving

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Job description

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.

Coordinates enterprise document requests, workflow activities, governance processes, vendor interactions, and document lifecycle activities to support the efficient, accurate, and compliant delivery of enterprise document and fulfillment services across the organization.

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

Work inside in a general office setting with ergonomically configured equipment. Travel is required approximately 10% of the time.

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

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 pa