Internship Program Data and Operations Specialist

Boise State University; Boise, Northern (ID, KY); Hybrid; USD 50,000 - 60,000; Full time

Job summary

Boise State University is seeking an Internship Program Data and Operations Specialist to support internship and Work U programs through data management, operational coordination, and responsive customer service.

Reporting to the Associate Director, Integrated Career Readiness & Internship Strategy, this role ensures accurate program data, efficient administrative workflows, and timely payments while collaborating with campus partners to deliver student-centered support.

Qualifications

• Bachelor’s Degree and 5 years of professional experience or equivalent.
• Master’s degree in a relevant field is preferred.
• Experience in a university career center is a plus.

Responsibilities

• Serve as the primary contact for the main internships inbox, delivering responsive, empathetic support to students, faculty internship coordinators, and campus partners.
• Administer the GradLeaders platform and perform data clean-up, system audits, and user account management.
• Manage the digital processing pipeline for internship applications, employer postings, and faculty approvals.
• Provide first-line technical troubleshooting for students, faculty, and staff navigating internship steps.
• Extract data from GradLeaders, Handshake, and BIRS for regular metrics and reporting.
• Prepare data visualizations and summaries for the Internship Annual Report and leadership.
• Process faculty pay and internship budgets; handle HR and payroll paperwork.
• Track internship expenditures and budget line items; communicate discrepancies to leadership.
• Coordinate Work U events; plan lunches, workshops, and information sessions; support marketing materials.

Skills

Student-Centered Service & Communic

Systems & Tech Fluency

Data-Driven Mindset

Financial/HR Aptitude

Organization & Logistics

Education

Bachelor’s Degree and 5 years of professional experience

Master’s degree in a relevant field

Tools

GradLeaders

Handshake

PeopleSoft

BIRS

Job description

Internship Program Data and Operations Specialist

Job no: 499824
Work type: Non-Classified/Professional
Location: Boise, ID
Categories: Student Services, Student Affairs & Enrollment Management

Department Overview

Career Services is a team dedicated to student success and building relationships that help students succeed beyond Boise State. The office supports current students and alumni in exploring careers, gaining meaningful hands‑on experience, and articulating their stories, particularly through internships and experiential learning. Through career development, employer relations, and strong campus partnerships, Career Services advances the Blueprint for Success by integrating career education and real‑world learning throughout the student experience, from first year through graduation and beyond.

Job Summary/Purpose

The Internship Program Data and Operations Specialist supports Boise State’s internship and Work U programs through operational coordination, data management, financial processing, and responsive customer service. Reporting to the Associate Director, Integrated Career Readiness & Internship Strategy, this role helps maintain accurate program data and efficient administrative workflows.

The Specialist also serves as a primary point of contact for internship‑related inquiries, providing student‑centered support and collaborating with campus partners to ensure programs operate efficiently, consistently, and transparently.

We are looking for someone who genuinely believes that accurate data, timely processing, and a helpful voice on the other end of an inquiry can shape a student's experience and path to success. The ideal candidate takes pride in removing the small obstacles that make a big difference, and feels energized being part of a team that prides itself on a student‑first focus — working tirelessly to give every student the confidence to pursue their goals.

This position is not eligible for Visa Sponsorship.

Level Scope

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry‑level professionals and/or support employees.

In this role, you’ll have the opportunity to:

Front‑Line Customer Service & Student/Faculty Support

• Serve as the primary point of contact for the main internships inbox, delivering responsive, empathetic support to students, faculty internship coordinators, and campus partners.

Systems Administration and Data Integrity

• Database Maintenance: Serve as the primary administrator for the GradLeaders platform, routinely perform data "clean-up," system audits, and user account management to ensure flawless system health and ease of use for faculty and students.
• Workflow Tracking: Manage the digital processing pipeline for student internship applications, employer postings, and faculty approvals within the software system.
• Technical Troubleshooting: Act as the first line of support for students, faculty, and staff navigating the administrative steps of registering an internship.

Institutional Reporting & Program Assessment

• Data Extraction & Reporting: Utilize GradLeaders, Handshake, and Boise State’s BIRS (Business Intelligence and Reporting System) to pull regular metrics, trend data, and custom tracking reports.
• Multi‑Level Assessment: Compile statistical insights regarding internship participation, including access to internships and the impact of internships on post‑graduation outcomes.
• Report Generation: Assist leadership in preparing data visualizations and summaries for the Internship Annual Report, as well as specialized reports for individual college and institutional leadership.

Financial & Faculty/Student Pay Administration

• Faculty Compensation Processing: Administer the logistical execution of the Faculty Pay/Internship Budget. Initiate, track, and complete the necessary HR and financial paperwork to ensure faculty internship coordinators are compensated accurately and on time.
• Student Intern Processing: Administer the logistical execution and tracking of paying students participating in internships or Work U, including students paid through Career Services funds, College funds, and Community Work‑Study funds, ensuring students are paid accurately and on time.
• Budget Tracking: Maintain internal spreadsheets to monitor expenditures against the internship and Work U budget lines, flagging discrepancies for leadership.

Program Support and Event Logistics

• Work Study Program Coordination: Support the Work U program as needed.
• Event Coordination: Direct the complete logistical lifecycle for team events, specifically Internship Lunches, workshops, and information sessions. This includes venue booking, catering coordination, calendar management, and attendee invitations and tracking.
• General Administrative Support: Assist the broader academic integration team with scheduling, document preparation, and distributing marketing materials to faculty and campus partners.
• Perform other duties as assigned

Knowledge, Skills, Abilities

• Student‑Centered Service & Communication: Proven ability to manage shared communication channels, delivering empathetic, responsive, and clear guidance to help students and campus partners navigate complex administrative processes and compensation workflows.
• Systems & Tech Fluency: Experience managing databases or student information systems (experience with GradLeaders, Handshake, PeopleSoft, or BIRS is a massive plus).
• Data‑Driven Mindset: High proficiency in Microsoft Excel (VLOOKUPs, pivot tables, data sorting) and a keen eye for finding and fixing data entry errors.
• Financial/HR Aptitude: Comfort navigating basic institutional financial processing, budget tracking, and payroll/stipend administration.
• Organization & Logistics: Exceptional time‑management skills with a proven track record of coordinating multi‑stakeholder meetings or events.

At a minimum, you will have:

Bachelor’s Degree and 5 years of professional experience or equivalent relevant experience.

The ideal candidate will have:

• Master’s degree in a relevant field such as education, leadership, public administration, or similar.
• Experience working in a university career center.

Salary and Benefit s:

Salary for this role is $50,065.60.Boise State University provides a best‑in‑classbenefits package , including (but not limited to):

• 12paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days)
• Between 12-24annual paid vacation days for full‑time Professional and Classified staff depending on position type and years of service
• 10.76% University contribution to yourORP retirement fund (Professional and Faculty employees)
• 11.96% University contribution to yourPERSI retirement fund (Classified employees)
• Excellent medical, dental and otherhealth‑related insurance coverages
• Tuition fee waiver benefits for employees, spouses and their dependents
• See ourfull benefits page for more information!

• Resume or CV detailing work history, education, and qualifications
• Cover letter addressing interest in this specific position
• Three references, including at least one direct supervisor

About Us

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

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