Senior Document Control; QCO Intern - Graduate Students

Job Summary

The Senior Intern will work alongside Document Control (DC) staff within the Document Management (DM) group in the Office of Quality, Compliance, and Oversight (QCO) to support the management of active and current MBTA records. The position will contribute to DM's overarching objective of implementing systems and standards that enhance the quality, integrity, and accessibility of MBTA information throughout the records lifecycle by applying Document Control, Records and Information Management, and Archival best practices.

This internship offers a unique opportunity to gain hands-on experience in document management while supporting one of the largest transit systems in the nation, with start dates available on the first Monday of September, December, March, and June for candidates who can commit to a six-month experience. As a DC Intern, the position will assist the DM team in organizing, maintaining, and improving Document Control processes and procedures, working directly with a team of Document Control professionals to increase access to current and active MBTA documentation.

The position will gain experience applying standards and best practices related to document creation, change control, approval, storage, and the management of documentation no longer in active use.

The MBTA offers internship start dates on the first Monday of September, December, March, and June. We're looking for candidates who are able to commit to a six-month experience, allowing for a more meaningful and impactful contribution.

We are looking to hire 1 intern, who will work at least 2 - 3 days onsite (40 hours per week) for at least six months (September – February).

• Support DC team in daily document control operations.

• Assist DC team and stakeholders to appraise current and active documents.

• Monitor adherence to DC and regulatory standards.

• Generate Master Document Lists to inventory documents, collect and assign metadata for categorization.

• Strategize document storage solutions based on stakeholder need to organize and/or build document repositories.

• Prepare documents for EDMS accession.

• Collaborate with Archives & Digital Asset Preservation and Records and Information Management to assure active documents contain data necessary for retention and archive consideration.

• Collect data for metrics and KPIs or other reporting mechanisms.

• Collaborate on DC projects with potential to identify and develop solo project with DC support.

• Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

• Enrolled, for entire duration of employment, in the graduate / master's degree program of an accredited college / university in a Library and Information Science and/or Archives program.
• Above average proficiency with Microsoft applications- specifically Excel, Word, and SharePoint.
• Interest in public service, government archives, or public transportation and how it operates.
• At least one year of experience working responsibly with sensitive items, systems, or data.
• Desire to learn about or deepen experience with document control and greater document management activities in a transit authority.
• Ability to work independently and juggle multiple priorities.
• Above average ability to communicate effectively in English, both in written and oral forms.
• Highly organized, motivated, and have great attention-to-detail.
• Strong interest in public service, transit, or transportation and how it operates.
• Above average ability to work effectively in diverse, collaborative, fast-paced environments as well as independently.
• Ability to independently commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Authorized to work in the United States (international students in CPT, STEM, or OPT programs through a university are eligible to apply). The MBTA does not provide visa sponsorship, such as H1-B status.

* The above statements are intended to describe the general nature and complexity of the work being performed by staff assigned to this job and do not represent an exhaustive list of all duties, tasks, and responsibilities required.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and…