Senior Records & Information Management (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 Records and Information Management staff (aka RIM, situated within the Document Management (DM) group in the Office of Quality, Compliance, and Oversight) on a variety of important Records and Information Management projects. The RIM 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 Archiving best practices. This internship provides a unique opportunity to gain hands-on experience in records and information 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 an RIM Intern, you will assist the DM team in organizing, maintaining, and improving records management processes. You will gain experience in managing the document lifecycle, enhancing compliance practices, understanding the Massachusetts Statewide Records Retention Schedule and support efforts to streamline workflows. This role involves collaborating with various MBTA departments to ensure that records and data are efficiently captured, stored, and retrieved in alignment with regulatory and organizational requirements.

• Assist in the implementation of records management policies, procedures, and best practices.
• Create inventories and review those submitted by originating offices stakeholders to ensure accuracy, completeness, and compliance with retention schedules.
• Support the classification of physical and electronic records.
• Collaborate with teams across the MBTA to gather, organize, and maintain essential documentation.
• Participate in special projects focused on improving information governance and document management systems.
• Help prepare training materials and resources to promote records management awareness
• 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
• 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.