Document Control Specialist II

Aspen Neuroscience • San Diego, CA

4d • $75,600 - $92,400 • Onsite

About The Position

The Document Control Specialist II supports compliant document and records management across the organization. Working with minimal guidance on routine activities, the role administers controlled document workflows, applies established document-control requirements, evaluates moderately complex issues, and partners with cross-functional teams to maintain accurate, current, inspection-ready records in the eQMS and related business systems. This is an on-site position in Torrey Pines, California. Weekend and holiday availability is required as needed; relocation is not available.

The position administers controlled documents throughout their lifecycle, supports retention and archival of physical and electronic records, creates and revises records in ERP and related systems, and reviews documents for accuracy and compliance. It also supports audits and inspections, maintains controlled materials in cleanroom and laboratory areas, assists with eQMS accounts, releases, and training assignments, and provides guidance on document-control practices. The role works in an office and laboratory environment, including exposure to toxic or caustic chemicals, and may involve laboratory experiments and computer use.

The company describes a collaborative, learning-focused culture and offers a competitive total compensation package, time off in addition to company-observed holidays, medical and dental insurance, an onsite gym, and other wellness perks. The anticipated annual salary range for candidates working in San Diego is $75,600–$92,400. Aspen Neuroscience does not provide visa sponsorship for this role.

Requirements

• Bachelor's degree or a combination of relevant education and applicable job experience.
• At least 2 years of related experience in document control, records management, technical editing, or a related quality function within an FDA-regulated or other cGxP environment.
• Experience with Electronic Documentation Management Systems (EDMS), Learning Management Systems (LMS), and/or Electronic Quality Management Systems (eQMS).
• Experience drafting or revising SOPs, protocols, forms, work instructions, and reports.
• Working knowledge of document-control and records-management principles, including document lifecycle management, revision control, traceability, retention, and archival requirements.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.
• Ability to proofread and edit complex documents and identify formatting, numbering, structural, and content discrepancies.
• Sound judgment and ability to determine appropriate actions within established guidelines.
• Ability to work independently on routine assignments while managing new projects and priorities under general direction.
• Ability to manage multiple priorities, maintain accuracy, and meet deadlines and commitments.
• Effective written, verbal, and interpersonal communication skills.
• Strong attention to detail and commitment to continuous learning, process improvement, and knowledge sharing.
• Ability to manage sensitive information confidentially.
• Valid work authorization that does not require employer sponsorship now or in the future.
• Ability to work on-site in Torrey Pines, California, with flexibility and availability for weekend and holiday work as needed.

Nice To Haves

• Experience supporting inspections or audits.

Responsibilities

• Administer controlled document processes throughout the full lifecycle in accordance with cGxP requirements and established procedures.
• Coordinate document routing and resolve routine workflow, formatting, metadata, and version-control issues within established guidelines.
• Monitor change orders and requests, communicate status and follow-up needs, and escalate exceptions or risks outside established procedures.
• Execute retention and archival activities for physical and electronic records, including storage, retrieval, reconciliation, and disposition support.
• Create and revise part numbers, bills of materials (BOMs), and electronic batch records in ERP and related systems.
• Review documents for accuracy, consistency, completeness, formatting, numbering, and adherence to standards and procedures.
• Maintain controlled binders and current document copies in cleanroom and laboratory areas.
• Retrieve documentation, assemble audit trails, and prepare complete packages for audits, inspections, and other quality reviews.
• Partner across functions to establish eQMS user accounts and support releases and training assignments.
• Provide standard guidance to authors and users on document-control practices and the eQMS.
• Identify practical process improvements and adapt established methods to improve accuracy, consistency, and workflow efficiency.

Benefits

• Time off in addition to company-observed holidays.
• Medical insurance.
• Dental insurance.
• Onsite gym.
• Other wellness perks.
• Competitive total compensation package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level