Note: The job is a remote job and is open to candidates in USA. ALU provides higher education for a higher purpose, focusing on equipping students to tackle pressing global challenges. The Digital Systems & Operations Intern will be responsible for managing the tools and data infrastructure that support the operational excellence team, ensuring systems run smoothly and efficiently.

Responsibilities

• Own the OPEX Asana workspace: project structure, portfolio views, custom fields, rules, and automations
• Maintain the strategic project portfolio with up-to-date actuals by assisting the project managers: milestone completions, RAG status updates, owner assignments, and dependencies
• Update Asana with new tasks, sub-tasks, and projects arising from business reviews and team meetings — same day, without being asked
• Build and maintain portfolio dashboards and reporting views that give leadership a real-time snapshot of strategic initiative health
• Configure Asana automations to reduce manual data entry: auto-routing of tasks, deadline reminders, and status escalations
• Ensure the tech roadmap workstream (OPEX-ETO collaboration) is accurately reflected in Asana at all times
• Own the OPEX team’s Google Drive: folder structure, naming conventions, access permissions, and version control
• Lead the institutional shared drive cleanup initiative: audit existing folders, implement role-based access logic, and migrate content to the agreed-upon architecture
• Build and maintain the OPEX team’s institutional wiki in Google Sites or Asana: process documentation, team templates, ways-of-working guides
• Establish and enforce a clean, consistent file-naming and folder-structure standard that the wider organization can adopt
• Configure, manage, and optimize the team’s AI notetaker (Gemini for Education or equivalent): meeting setup, speaker identification, output quality review
• Review AI-generated meeting notes for accuracy before they are distributed. Correct errors. Ensure action items are extracted correctly
• Audit the team’s Slack setup: channels, naming, integrations, notification settings
• Configure Slack integrations with Asana and Google Calendar so key updates surface in the right channels automatically
• Propose and implement a Slack channel structure and communication protocol for the OPEX team that reduces noise and improves signal

Skills

• Currently completing or recently completed a degree in information systems, business, computer science, data analytics, project management, or a related field
• Demonstrable hands-on experience with at least three of the tools listed above — not just familiarity, but genuine working proficiency
• Has built or managed a complex shared drive, Asana workspace, or similar system before — and can speak to how they did it
• Comfortable with AI tools and actively uses them in their own workflow
• Asana (project management, portfolio views, automations, reporting)
• Google Workspace (Drive, Sheets, Sites, Docs, Slides, Calendar)
• Slack (workspace administration, integrations, Workflow Builder)
• AI notetaking tools (Gemini, Otter.ai, Fireflies, or equivalent)
• Document formatting and institutional communication standards
• Extreme attention to detail — you notice when something is off
• High sense of urgency without sacrificing accuracy
• Self-directed and proactive — you solve before being asked
• Systems thinker — you see structure where others see chaos
• Fast learner — you pick up new tools quickly and without frustration
• Calm under pressure — things will break and you will fix them
• Ownership orientation — when this role owns something, it is done well
• Comfort with ambiguity — you build structure into unclear situations

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