Academic Documentation Specialist

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: Bachelors 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: Masters 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.