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HR Procedure Documentation Winter Intern 2022/2023

About MassDOT and HR

In the past two decades, MassDOT has undergone a metamorphosis, moving from data-poor to data-rich, upgrading systems, and becoming a more innovative and cutting-edge organization. The Human Resource department has been a key leader in innovation at MassDOT, challenging the status quo and reimagining the workplace for the several thousand employees that it supports on a daily basis. HR is a critical hub of communication, training, knowledge and resource sharing, and career development across MassDOT’s five Divisions--Rail & Transit, The Registry of Motor Vehicles, Highway, Aeronautics, and its shared service departments. 

As a team member at HR, you will have the opportunity to contribute to the agency at its most fundamental level: its workforce. Furthermore, you’ll get firsthand experience navigating policy, strategy, and planning for new working practices as a result of a global pandemic.

Position Summary

The HR Procedure Documentation Intern will report to the HR Program Director and be responsible for working with HR teams to document current HR procedures that support the entire organization. A successful intern in this role will be curious and ask detailed questions to get to the specifics of each HR process. 

The responsibilities in this position create a foundation for HR’s work, fosters knowledge transfer between and within teams, and supports continuous improvement efforts across the department. As such, this person needs to be very detail oriented, methodical, pro-active, and organized in their approach. It is also critical for this person to be able to communicate effectively both verbally and through written and graphic media (for example, presentations or reports).

The HR Procedure Documentation Intern must have the ability to gather, organize, and present information from a variety of sources including interviews, workshops, and observations. This intern will be asked to perform fact-finding interviews with HR colleagues and translate the information gathered into written documentation about a process.

Past interns in this role have significantly contributed to projects such as: developing a new Onboarding Program for MassDOT, process improvement for MassDOT’s hiring process, mapping process changes to aid HR technology implementation, and documenting payroll, offboarding, and position number processes, among others.

Application instructions:

Please attach a copy of your resume, and a cover letter stating your interest in the position and your goals for the internship within the context of working at MassDOT.

Job Responsibilities
  • Gain familiarity with a broad range of processes and programs at HR in various stages of progress; get a thorough understanding of the goals, the activities to be undertaken, project timelines, and the steps needed to move through the project stages.
  • Gain familiarity with processes and programs across departments, related to or impacting HR initiatives
  • Research, investigate, and document HR procedures and organizational standards across HR teams
  • Develop and present work-flow diagrams with HR staff
  • Work with HR staff to develop standard operating procedures and service level agreements as needed
  • Participate in team meetings, staff meetings, organization events and other duties as necessary.

A successful candidate will have:
  • A strong desire to understand the details of how an HR department works
  • Strong English writing skills
  • Ability to summarize information graphically
  • Ability to work in a fast paced, deadline-oriented environment, with multiple competing priorities/projects.
  • Strong communication and interpersonal skills.
  • Experience with creating diagrams or flow charts. 
  • Ability to work effectively in a small and collaborative team environment.
  • Ability to identify, articulate, and investigate research questions relevant to a project or big-picture topic
  • Solution-oriented attitude, with excellent time management and organizational skills.
  • Systemic perspective and approach to problem-solving and strong attention to detail.
  • Experience and strength in analytical thinking including identification of trends and patterns in qualitative or quantitative data and deduction and reasoning skills.
  • Experience or interest in HR procedures and transportation a plus.

Takeaways

At the end of the internship, the HR Procedure Documentation Intern will have been exposed to a variety of procedures, services, and strategic functions within a successful HR department in a large public agency. They will have gained experience conducting informational (fact-finding) interviews, collecting qualitative data, translating procedural and technical information into detailed documentation, communicating with diverse groups of stakeholders, and interacting with personnel at many levels of a government organization. They will have had the opportunity to explore the department and the organization, to contribute to a wide variety of efforts, and to transform internal processes.

In addition, depending on the person’s interests and skills, HR and other staff in the organization will assist in matching the student with appropriate projects and mentors.
 

Qualifications

 
This requisition will remain open until filled; however, first consideration will be given to those applicants who apply within the first 14 days.
 
Must be enrolled in a bachelor's or graduate degree program for Winter/Spring 2023.
 
All job applications must be submitted online through MassCareers to be considered.

· For questions regarding the job posting, email alaina.seitz@dot.state.ma.us.
· For general questions regarding MassDOT, call the Human Resources Service Center at 857-368-4722.
· For a disability‐related reasonable accommodation or alternative application method, call ADA Coordinator, Heather Ulesoo – (617) 851-9447.

An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.