Document Services Coordinator

PacificSource; Springfield (OR); On-site; USD 36,000 - 57,000; Full time

Job summary

PacificSource is seeking a Document Coordinator to coordinate enterprise document requests and governance processes across the organization, ensuring accurate delivery and HIPAA compliance.

The role involves tracking workflows, supporting meetings, and maintaining records, with about 10% travel and a minimum of 3 years in project coordination.

Qualifications

• Minimum 3 years in project coordination or related administrative support.
• Experience coordinating multiple projects with cross-functional stakeholders.
• Knowledge of healthcare operations and HIPAA compliance.

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.

Skills

Project coordination

Workflow management

Stakeholder engagement

Scheduling

Administrative support

Microsoft Office

Documentation management

Education

High school diploma or equivalent

Tools

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

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 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.

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.

Disclaimer

This job description indicates the general nature and level of work performed by employees within this position and is subject to change. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this position. Employment remains AT-WILL at all times.