Organizational Development Intern

GENERAL SUMMARY

The start and end dates for this role are flexible. There may be opportunity for this role to convert to full-time Administrative Aide in September.

This is a part-time internship providing administrative and analytical support to the Mobile GR department’s Strategic Initiatives Team. The Organizational Development and Community Engagement Intern will assist in executing task-level work across a range of cross-departmental initiatives related to strategic planning, organizational development, mobility and transportation programs, community engagement, and policy implementation.

Work is performed at the direction of and under the close supervision of the Administrative Analyst II - Strategic Initiatives, the Strategic Initiatives Manger, and other members of the Strategic Initiatives Team, who define the scope, content, and quality standards for all assignments. The intern will operate within established frameworks, templates, and processes; the supervising analyst retains responsibility for strategic decision-making, stakeholder relationship management, and defining what “good looks like” for each deliverable. Once standards are set, the intern is expected to apply them independently to similar tasks with increasing proficiency.

This internship is designed for individuals with an interest in public administration, public service, community engagement, organizational psychology, or organizational development. The initial appointment is for three months at 20 hours per week, with the possibility of extending employment beyond the initial three-month period.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Research, Analysis, and Document Preparation 

• Prepares briefing materials, memoranda, and program documents related to internal organizational policy, mobility programs, and departmental operations using templates and formats established by the supervising analyst.
• Drafts policy documents, organizational planning documents, standard operating procedures, and other analytical products following models and standards defined by the supervising analyst. 
• Conducts policy research and collects data to support strategic and organizational planning efforts, including reviewing collective bargaining agreements, civil service rules, industry best practices, and peer city benchmarks as directed.
• Reviews and edits policy documents, standard operating procedures, and internal memos for completeness, accuracy, and consistency with established City standards and formatting conventions.
• Assists in developing business processes, tracking mechanisms, and resource documents in partnership with the supervising analyst.
• Compiles data and prepares cost analyses, staffing assessments, and budget-related materials as assigned, including gathering information from internal departments and external sources.

Communications and Community Engagement Support 

• Assists in responding to inquiries, escalations, and feedback from residents, community organizations, and stakeholders by drafting correspondence and coordinating with appropriate staff under the direction of the Strategic Initiatives Team.
• Supports the preparation of informational materials for community outreach, public meetings, and engagement processes, including drafting content, formatting documents, and assembling print materials.
• Assists in populating and maintaining communications and planning boards for departmental initiatives.
• Drafts recurring communications such as weekly project update emails and stakeholder status reports following established formats.

Research, Analysis, and Document Preparation 

• Takes notes and prepares meeting summaries, action item lists, and follow-up emails for strategic planning meetings, cross-departmental working sessions, and project team meetings.
• Prepares and updates PowerPoint presentations for strategy sessions, press conferences, executive briefings, all-staff meetings, and Commission presentations at the direction of the Strategic Initiatives Team.
• Maintains and updates project management boards (e.g., Monday.com), including populating task items, tracking status, updating timelines, and organizing project documentation, with support from the supervising analyst.
• Assists with scheduling, logistics coordination, and preparation of materials for interdepartmental meetings, community engagement events, and stakeholder sessions.

Administrative Support

• Organizes and maintains digital file systems, including SharePoint sites, and shared drives, to ensure documents are accessible, current, and properly categorized.
• Assists with procurement-related tasks such as placing orders, submitting invoices for payment, and tracking inventory or equipment needs for the department.
• Supports recruitment and onboarding activities by preparing interview materials, scheduling interviews, drafting interview questions from established question banks, and organizing onboarding documentation.
• Assists with facilities coordination tasks including office space planning support, furniture and equipment requests, and coordination with facilities management and vendors.

Additional Duties

• Performs other related duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OFJOB DUTIES

Minimum Training and Experience

Currently enrolled in or recently graduated (within one year) from an accredited college or university with coursework in public administration, business administration, organizational psychology, organizational development, political science, urban planning, or a closely related field.

--OR--

Any equivalent combination of training and experience that demonstrates the ability to perform the essential duties described above.

Knowledge of: 

• Principles of public administration, organizational development, or organizational psychology.
• Basic research methods, including policy research, benchmarking, and data collection techniques.
• Standard business software including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and project management tools.
• Professional writing standards for government memoranda, policy documents, and briefing materials.

Ability to:

• Communicate effectively both orally and in writing; prepare clear, concise, and well-organized documents, presentations, and correspondence.
• Apply established templates, frameworks, and quality standards consistently across multiple assignments with increasing independence.
• Organize work, manage multiple priorities, and meet deadlines in a fast-paced, multi-project environment.
• Exercise discretion and maintain confidentiality when handling sensitive organizational, personnel, and budgetary information.
• Establish and maintain effective working relationships with employees at all levels, partner agencies, community organizations, and the public.
• Take direction well, ask clarifying questions, and incorporate feedback to improve work products.

Preferred Qualifications

• Prior internship, volunteer, or work experience in a government, nonprofit, or public-sector setting.
• Experience with project management platforms (e.g., Monday.com, Asana, Trello).
• Coursework or demonstrated interest in strategic planning, change management, performance management, or human capital development.
• Familiarity with transportation, mobility, or urban planning concepts.

OTHER INFORMATION

This internship is a three-month, part-time (20 hours per week) appointment. Upon successful completion and based on performance, organizational need, and available funding, the intern may be considered for a staff appointment. Work is primarily performed in an office environment at City of Grand Rapids facilities, with occasional attendance at off-site meetings, community events, or engagement sessions.

The City of Grand Rapids does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.