Academic Documentation Specialist

Academic Documentation Specialist

Bookmark this Posting Print Preview | Apply for this Job

 Position Information 

Job Title  | Academic Documentation Specialist
Union Level  |
Department  | Academic Affairs
Campus  | San Francisco
Posting Number  | 201304339P
Full or Part Time  | Full Time
Number of Months  | 12
Work Schedule  |
Position End Date  |
Open Date  | 07/16/2026
Close Date  |
Open Until Filled  | Yes
Special Instructions to Applicants  | For Applicants Seeking Job Opportunities within the University

Internal: Internal applicants will be considered within the first five (5) business days of the posting period.

External: External applicants will be considered on the sixth (6) business day of the posting period.

For in-person roles:  This is an in-person role, and the successful candidate must be willing to relocate within California, preferably within 25 miles of the (City) Pacific campus. For online roles:  While this is an online position, Pacific’s three campuses are within California and its faculty and staff are mostly California residents. For administrative purposes, California residents are preferred. Out of state hires must be approved either by the Provost and Executive Vice President for Academic Affairs (for academic hires) or by the Chief Financial Officer and Executive Vice President for Finance and Operations.

Sponsorship  | This position is not eligible for a visa sponsorship now or in the future.

 Position Summary Information 

Primary Purpose  | Under the supervision of Associate Dean for Oral Health Education performs duties related to the Office of Academic Affairs and plays a critical role in supporting CODA accreditation and continuous quality improvement by managing and maintaining academic, assessment, and accreditation-related documentation across departments.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways sociocultural forces related to race, gender, ability, sexuality, socioeconomic status, etc. impede or propel students, faculty, and staff.
Essential Functions  | Manage and organize documentation for the Office of Academic Affairs and CODA accreditation, ensuring accessibility, accuracy, confidentiality, and compliance. Collect, review, and archive student assessment documentation from all academic departments in alignment with CODA standards and competencies. Maintain faculty calibration and development records, including attendance, outcomes, and session documentation required for accreditation review. Prepare, organize, and retrieve documentation for CODA self-studies, site visits, focused reports, internal audits, and program reviews. Collaborate with faculty, department chairs, and administrative staff to ensure documentation completeness and accuracy for accreditation and institutional reporting. Edit and format records and reports to ensure professional, clear, and consistent written communication for internal and external audiences. Track deadlines and coordinate updates for academic and accreditation-related documentation submissions. Support data collection and reporting for the Associate Dean for Oral Health Education and academic leadership, including materials required for continuous quality improvement (CQI). Maintain compliance with institutional policies and CODA documentation and confidentiality expectations. Perform all other duties assigned by the Associate Dean for Oral Health Education.
Minimum Qualifications  | Knowledge of: Electronic documentation management systems. Intermediate proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and electronic record systems (e.g., SharePoint, OneDrive). Electronic file-sharing and collaboration platforms (e.g., SharePoint, OneDrive)  Experience:At least 3 years of experience managing, organizing, or maintaining academic, administrative, or compliance-related documentation in a higher education or professional school setting.Education:Bachelor’s degree in related field.
Preferred Qualifications  | Knowledge of: Accreditation standards, processes, and reporting requirements. Academic assessment systems, competency-based education, and CQI processes in dental Education.  Ability to: Maintain consistency, accuracy, and organization across large volumes of accreditation critical documentation. Work independently and collaboratively in a team setting with a proactive, detail-oriented approach. Effectively manage data tracking, reporting, and documentation for institutional accreditation or external review. Experience: Minimum of one year of experience working in a dental school, particularly in Academic Affairs or an accreditation-related administrative role. Minimum of one year of experience with accreditation documentation, academic assessment records, and faculty calibration tracking. Education:Master’s degree in related field.Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements  | The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Work performed is primarily general office/administrative with frequent use of computer keyboard and telephone. Requires sitting majority of the working day; occasional standing, bending and walking. Occasional lifting of up to 15 lbs should be anticipated.
Hiring Range  | $78,640.00 - $86,620.00 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.
Background Check Statement  | All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

Anti-Discrimination/EEO Policy Statement  | University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

University of the Pacific / 3601 Pacific Ave, Stockton, CA 95211
 [email protected] [email protected] / 209.946.2124