Collections Intern

Please visit us at https://niadart.org/pages/work-at-niad to view the complete Job description with instructions to apply.

The Collections Intern is a paid introduction to collections management and registrarial practice in a working

contemporary art organization. Working closely with the Assistant Registrar & Preparator and the Director of

Exhibitions & Partnerships, the intern helps maintain accurate, consistent records for a large and continually

growing body of artwork by NIAD artists.

The position combines careful object handling with detailed documentation and research: processing newly

completed artwork, checking and recording object information and condition, assigning inventory numbers,

photographing and cataloguing works, maintaining digital records and image files, organizing storage, and

researching artists, artworks, exhibition histories, and other information as needed. Accuracy, consistency,

curiosity, and close attention to detail are central to the role.

The Collections Intern will also gain experience supporting exhibitions, sales, gallery operations, shipping,

and public programs as part of a small collaborative department. This is a job designed to teach, and a

strong fit for an emerging professional interested in museum registration, collections management,

archives, curatorial research, or other behind-the-scenes museum and gallery work.

Like all NIAD staff, the Collections Intern shares responsibility for upholding NIAD’s commitments to

confidentiality, accessibility, and person-centered practices.

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4. Essential functions and responsibilities

The groups below are listed in general order of priority. The balance among them shifts with the exhibition

calendar and departmental needs.

Collections management and registration

Process artwork as it is received from the studio: confirm artist, title, date, medium, dimensions,

condition, inventory number, and other required information; identify missing or inconsistent

information and follow up as needed.

Assign inventory numbers and enter, proofread, and update artwork records in NIAD’s collections

database and related systems.

Conduct basic condition checks and document condition concerns; flag issues requiring follow-up.

Photograph and scan artworks for inventory and create, name, organize, and file high-resolution

images according to departmental standards.

Handle artwork using professional best-practice standards; label, wrap, house, and store works safely

and consistently.

Maintain accurate storage and location records as artworks move among the studio, galleries, on-site

and off-site storage, exhibitions, sales, and loans.

Maintain organization of artwork storage spaces, racks, shelves, and flat files.

Assist with periodic inventories and reconciliation of physical artworks with database records.

Assist with sorting recent work and with deaccessioning processes as directed.

Pack and unpack artworks for shipping, sales, exhibitions, and storage; assist with shipping orders and

preparing documentation.

Research and documentation

Research artist histories, artworks, exhibition histories, press mentions, and other information needed

to strengthen or complete NIAD’s records.

Investigate incomplete, inconsistent, or unidentified artwork information and document findings

rather than making assumptions.

Maintain records of artists’ participation in online, on-site, and off-site exhibitions, professional

opportunities, and press mentions in collaboration with the Exhibitions & Partnerships team and

Studio Coordinator.

Support updates to artist bios, CVs, and related professional records as needed.

Assist with preparation and proofreading of exhibition checklists, price lists, loan and shipping

documentation, online collections, and other registrarial materials.

Contribute to alt-text descriptions and other accessible artwork documentation for online use.

Help maintain departmental files and archives in an orderly, consistent, and accessible manner.

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Exhibitions, gallery operations, and art sales

Support the Exhibitions & Partnerships team with exhibitions at NIAD and occasional satellite or

partner venues, including pulling and returning artwork, packing and unpacking, checklist preparation,

labeling, and other back-of-house needs.

Occasionally assist with installation and deinstallation, framing and unframing, wall preparation,

lighting, moving pedestals, and other exhibition-production tasks under supervision.

Receive and assist gallery visitors and support in-person sales as needed; enter sales and provide

inventory information so records remain current.

Follow up with collectors about artwork pick-ups when requested and help prepare sold works for

pick-up or shipment.

Support receptions, artist talks, gallery hours, workshops, and events, including set-up and takedown,

as departmental needs require.

Run occasional local errands for supplies or artwork drop-off/pick-up connected to exhibitions, sales,

or collections work.

Collaborative spring intern project

During the spring term, the Gallery Intern and Collections Intern will collaborate on a substantial project that

draws on the skills developed through both internships. Depending on NIAD’s exhibition calendar and

organizational priorities, the project may take the form of an online exhibition, an exhibition presented with

a partner venue, or another special curatorial, collections, interpretive, or public-facing project.

With mentorship from Exhibitions & Partnerships staff, both interns will participate in research, planning,

project management, communication, implementation, and evaluation. The Collections Intern will take

particular responsibility for research, artwork and artist records, checklist development, documentation,

and other registrarial components while collaborating closely with the Gallery Intern on the project as a

whole.

Shared responsibilities of all NIAD staff

Treat artists as professional artists and colleagues: honor each person’s autonomy, preferences,

communication style, and consent.

Maintain confidentiality of artist, collector, staff, and organizational information in accordance with

NIAD policy and applicable law.

Participate in team meetings and required trainings.

Engage with artists, colleagues, collectors, and the public in a friendly, professional manner.

Perform other reasonably related duties as assigned.

5. What you bring

Required

Currently or recently enrolled in a college-level art, art history, museum studies, archives, library

science, or related humanities program — or comparable experience and a clear interest in building a

career in the arts.

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Exceptional attention to detail and a strong interest in maintaining accurate, consistent records.

Patience and care with methodical or repetitive work, including reviewing information for errors and

resolving discrepancies.

Curiosity and basic research skills; willingness to investigate missing or incomplete information rather

than guess.

Care and attention in handling objects and willingness to learn professional collections-care practices.

Interest in contemporary art and the art world.

Experience with, or genuine interest in, working alongside disabled people.

Willingness to learn the digital tools the team uses — databases, image editing, e-commerce

platforms, data entry, and point-of-sale software.

Ability to manage several tasks at once, follow established systems, and reorganize priorities when the

calendar shifts.

Clear, professional communication by phone and email and ability to meet deadlines independently

and as part of a team.

Preferred

Experience with digital photography, scanning, databases, spreadsheets, or archival research.

Prior experience in a gallery, museum, collection, archive, library, or studio.

Interest in collections management, museum registration, archives, curatorial research, or related

work.

Familiarity with disability culture or Disability Justice.

Spanish, ASL, or another language spoken by NIAD artists and families.

Research shows that people from historically excluded groups often apply only when they meet every listed

qualification. If you are excited about this internship and believe you can contribute, we encourage you to

apply even if your experience does not match every item above.

6. Training and compliance requirements

Criminal record clearance. Because NIAD is licensed by the California Department of Social Services,

Community Care Licensing Division, this position requires fingerprint-based criminal record clearance

through the California Department of Justice and FBI (Health and Safety Code § 1522), completed after

a conditional offer of employment. NIAD will consider qualified applicants with arrest and conviction

records in a manner consistent with the California Fair Chance Act and licensing requirements.

Health screening. Documentation of a negative tuberculosis test or risk assessment dated within the

past two years, provided after a conditional offer.

Required NIAD trainings. Confidentiality; safe artwork handling; ladder and equipment safety;

emergency procedures and assisted evacuation; Workplace Violence Prevention Plan; harassment

prevention (within 6 months of hire and every 2 years thereafter).

Work authorization. Proof of eligibility to work in the United States (Form I-9) within three business

days of the start date.

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7. Physical requirements and work environment

The requirements below describe the physical demands and environment of the essential functions of this

position. NIAD provides reasonable accommodations to qualified individuals with disabilities to enable them

to perform the essential functions.

Lift and carry artwork, crates, and equipment up to 40 pounds; assistance is used for anything that

cannot be safely handled by one person.

Bend, reach, kneel, and access shelving, racks, and flat files.

Occasionally climb and work from ladders when supporting exhibition installation, lighting, or storage

access, with training and supervision.

Sustained desk and computer work for cataloguing, data entry, research, image processing, and

related documentation.

Stand and move about the gallery and storage areas for extended periods, including during

installations, receptions, and gallery hours.

Work in a hybrid gallery, office, and studio environment where noise and interruptions are common,

with exposure to art materials such as paints, clays, glazes, and fibers.

Occasional travel within the Bay Area to off-site storage and satellite exhibition venues.

8. Compensation and terms

Pay: $20 per hour. This is a paid, hourly, non-exempt position and is eligible for overtime as required by law.

Schedule and breaks: 10–15 hours per week, 2-3 days per week, not to exceed 8 hours in a day, scheduled

around your availability and departmental need and set on hire. You will receive meal and rest breaks in

accordance with California law. Occasional evening or weekend hours in support of receptions and events

are scheduled in advance.

Term: This is a temporary, fixed-term position for one academic year, [September 2026 through June 2027],

with the possibility of renewal through [mid-August 2027].

Benefits: As a temporary position scheduled under 21 hours per week, this internship is not eligible for

NIAD’s medical, dental, or vision coverage, or for paid vacation. You accrue paid sick leave as required by

California law.

Academic credit: If your program offers academic credit for an internship, NIAD will work with you and

your school to support it. Credit is in addition to payment for hours worked, not instead of it.

Pay: $20.00 per hour

Expected hours: 10.0 – 15.0 per week

Benefits:

• Employee discount

People with a criminal record are encouraged to apply

Application Question(s):

• Health screening and negative TB test

Work Location: In person