Senior Archives & Digital Asset Preservation (QCO) Intern - Graduate Students

Quality Compliance and Oversight (QCO) vision is to support the MBTA in building a culture of excellence through proactive collaboration, dependable outcomes, and a commitment to continuous improvement. Guided by a human-centered approach, QCO prioritizes listening to align with stakeholder needs, facilitating meaningful connections, and meeting teams where they are. The team learns from frontline experiences, communicates openly, and focuses on solving what matters most to support successes and drive lasting, sustainable change.

The Senior Intern will be working alongside Document Control (DC) staff situated within the Document Management (DM) group in the Office of Quality Compliance, and Oversight on management of active and current MBTA records. The DC Intern will contribute to DM’s overarching objective to implement systems and standards in support of the MBTA that enhance the quality of information, guaranteeing its integrity and accessibility, for the lifecycle of the records through the application of Document Control, Records and Information Management, and Archival best practices. This internship provides a unique opportunity to gain hands-on experience in document management while supporting one of the largest transit systems in the nation.

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).

Principal Duties and Responsibilities 

As a DC Intern, you will assist the DM team in organizing, maintaining, and improving Document Control processes and procedures. The position will offer the Intern the opportunity to work directly with a team of Document Control professionals to increase access to current and active MBTA documentation. You will gain experience in applying standards and best practices of Document Control related to creation, change control, approval, and storage, and support management of documentation when no longer in active use.

• 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
• Participate in team / staff meetings, organization events, fieldwork, project teams, or other duties as needed.
• Additional responsibilities may include focusing on one or more departments or locations. See applicable addendums or hiring manager for department or location specific functions. 
• Provide internal and external customers with courteous and professional experience.
• Perform all other duties and projects that may be assigned.

* The statements contained in this job description 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 of staff assigned to this position. 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.

Minimum Education 

• 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.

Minimum Experience and Required Skills

• 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.