Document Services Coordinator
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Job Description
Document Services Coordinator coordinating enterprise document workflows, governance, vendors, and fulfillment for PacificSource healthcare operations. Supporting compliant document delivery, reporting, and process improvement.
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 supporting 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
- Follow PacificSource privacy policy and HIPAA laws and regulations concerning confidentiality and security of protected health information
- Perform other duties as assigned
Requirements:
- Minimum of 3 years of project coordination, workflow administration, healthcare operations, business operations, communications, or related administrative support experience required
- Experience coordinating multiple projects, managing timelines, and working with cross-functional stakeholders preferred
- High school diploma or equivalent required
- Knowledge of project coordination and workflow management principles
- Knowledge of business communication and stakeholder engagement techniques
- Knowledge of scheduling, meeting coordination, and administrative support practices
- Knowledge of reporting tools, workflow tracking systems, and project management applications
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams
- Knowledge of documentation management, record retention, and process documentation practices
- Basic understanding of healthcare operations and regulatory compliance requirements
- Ability to read and comprehend written and spoken English
- Ability to communicate clearly and effectively
- Ability to meet department and company performance and attendance expectations
- Ability to travel approximately 10% of the time
- Ability to perform physical requirements including stooping, bending, extended sitting or standing, repetitive typing, sorting and filing, and light lifting and carrying
Benefits:
- Equal opportunity employment
- Work-from-home arrangement
- Ergonomically configured equipment
- Opportunities to participate in continuous improvement and operational effectiveness initiatives
- Training logistics and related administrative support
- At-will employment
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