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).

Duties & Responsibilities

• 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.

Minimum Requirements & Qualifications

• 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 co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

1. General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
2. Application Completion: It is each applicant's responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
5. Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
7. Safety Sensitive Positions: Employees