Job Description

Job Description

Job Description

Position Title:

Legal Department Policy and Process Improvement Intern

Grade:

none

Department:  Office of the General Counsel 

Reports To:  General Counsel

FLSA Status: Exempt  union representation: None

Date Approved By Department Director: 

Date Approved By Human Resources Department:

Summary 

The Cambridge Housing Authority (CHA) seeks a motivated graduate or professional student to serve as a Policy and Process Improvement Intern within the Office of the General Counsel. The intern will support a department-wide initiative to document, standardize, and improve key business processes by developing clear Standard Operating Procedures (SOPs), training materials, and knowledge-management resources.

Working closely with Legal Department staff and other CHA departments, the intern will review existing processes, interview staff, document workflows, identify opportunities for greater consistency and efficiency, and create user-friendly resources that support staff training and operational excellence.

The primary goal of the internship is to transform institutional knowledge into clear, accessible documentation and training materials that can be maintained and delivered through the Authority's learning management system, Aspire.

This paid internship is designed to provide hands-on experience in policy implementation, process improvement, organizational effectiveness, change management, and public-sector operations.

Primary Project

The intern's primary responsibility will be to support the Legal Department Process & Policy Initiative by:

• Inventorying existing Legal Department processes and workflows.
• Meeting with staff to understand how work is performed in practice.
• Documenting current business processes and decision points.
• Creating easy-to-follow Standard Operating Procedures (SOPs).
• Developing process maps, checklists, templates, and reference guides.
• Converting SOPs into training materials suitable for self-directed learning.
• Assisting with the upload and organization of training content within Aspire.
• Recommending methods for maintaining and updating SOPs and training materials over time.
• Preparing a final report summarizing completed work, recommendations, and next steps.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Current graduate or professional student in Public Administration, Public Policy, Business Administration, Organizational Development, Human Resources, Education, Law, or a related field.

Technical Skills

To perform this job successfully, an individual should have:

• Strong written communication and organizational skills. 
• Ability to translate complex information into clear and concise instructions. 
• Experience with process mapping, training development, knowledge management, or project management is preferred. Strong interview, listening, and analytical skills. 
• Proficiency with Microsoft Office, including Word, PowerPoint, and Excel. 
• Ability to work independently and manage multiple assignments.

Essential Duties and Responsibilities

The below statements describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

· Conduct interviews and information-gathering sessions with staff. 

· Review existing forms, templates, policies, procedures, and training materials. 

· Observe departmental workflows and document current-state processes. 

· Develop written SOPs that are clear, practical, and easy to follow. 

· Create workflow diagrams, process maps, and visual aids. 

· Draft training materials, job aids, FAQs, and quick-reference guides. 

· Organize departmental knowledge and resource materials. 

· Assist with implementation of training content in Aspire. 

· Track project milestones and maintain project documentation. 

· Prepare presentations and reports summarizing findings and recommendations. 

· Assist with special projects related to organizational effectiveness, training, policy implementation, and operational improvement. 

· Perform related duties as assigned.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Behavioral Competencies

Commitment : Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition. 

Customer Service : Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; recognizes working colleagues as customers. 

Effective Communication : Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively. 

Responsiveness and Accountability : Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work. 

Teamwork : Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Job Competencies

• Ability to understand and document business processes, workflows, and operational practices in a structured and consistent manner.
• Ability to exercise discretion and maintain confidentiality when handling sensitive, privileged, or internal information.
• Demonstrated interest in public-sector administration, housing programs, policy implementation, organizational effectiveness, or process improvement.
• Ability to review existing practices and identify opportunities for standardization, consistency, efficiency, and risk reduction.
• Ability to synthesize information obtained from policies, procedures, interviews, observations, and other sources into practical operating guidance.
• Capacity to understand complex organizational processes and translate them into clear, user-focused Standard Operating Procedures, training materials, and knowledge-management resources.
• Ability to learn and apply applicable federal, state, local, and organizational requirements that affect departmental operations and procedures.
• Ability to work with staff across multiple functional areas to gather information and develop a comprehensive understanding of business processes.
• Interest in knowledge management, training development, continuous improvement, or organizational learning initiatives.
• Experience with public agencies, educational institutions, nonprofit organizations, or similarly mission-driven organizations is preferred but not required.
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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 10 pounds.

Work Environment  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is usually moderate.

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