Studio Coordinator

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

Position summary

The Studio Coordinator builds and maintains the organizational systems that help NIAD artists’ creative and

professional practices move forward. The role coordinates processes for reviewing and organizing artwork,

documenting artists’ practices and goals, and ensuring that projects involving artists, Studio staff, and the

Exhibitions & Partnerships team have clear timelines, responsibilities, and follow-through.

At the center of the role is an ongoing portfolio review process. The Studio Coordinator brings artists

together with Studio Facilitators and members of the Exhibitions & Partnerships team to discuss recent

work, materials and techniques, condition concerns, ideas and influences, and artists’ interests and goals.

The Coordinator documents these conversations and helps ensure that decisions and next steps—such as

artwork moving forward for inventory, documentation, or consideration for professional opportunities—are

clearly communicated and carried out.

The Studio Coordinator also develops and maintains clear systems for storing, labeling, reviewing, staging,

and moving artwork through the studio. These systems should be accessible, practical, and straightforward

enough for artists and staff to use consistently rather than depending on periodic large-scale clean-outs.

The position serves as an important bridge among artists, Studio staff, and the Exhibitions & Partnerships

team, coordinating the timelines, information, materials, documentation, and follow-through needed for

exhibitions, commissions, art fairs, partnerships, public programs, and other opportunities involving NIAD

artists.

The Studio Coordinator owns processes and project coordination; the role does not independently make

curatorial decisions, determine artists’ creative direction, or supervise Studio staff. The Studio Coordinator is

based in the 23rd Street Studio and reports to the Studio Director, who provides day-to-day supervision,

scheduling, and performance management. Because much of the role supports work shared between the

Studio and Exhibitions & Partnerships, the Coordinator also works closely with the Director of Exhibitions &

Partnerships, including regular weekly or biweekly check-ins.

Like all NIAD staff, the Studio Coordinator shares responsibility for running programs safely and in

accordance with the requirements of the Regional Center of the East Bay (RCEB) and California Community

Care Licensing (CCL), and for upholding NIAD’s commitments to confidentiality, accessibility, and

person-centered practice.

NIAD Art Center · 551 23rd Street, Richmond, CA 94804 · niadart.org Page 2 of 10NIAD ART CENTER | Studio Coordinator

4. Essential functions and responsibilities

The groups below are listed in general order of priority. The balance among them will shift with the studio

calendar, artists’ needs, and exhibition and project schedules.

Portfolio review and artwork flow

Establish and maintain a regular portfolio review process for NIAD artists in collaboration with artists,

Studio Facilitators, and the Exhibitions & Partnerships team.

Develop and maintain an annual portfolio review schedule so that every artist’s work is reviewed on a

consistent basis, at least annually, while adjusting the rhythm when appropriate based on an artist’s

production, interests, opportunities, or person-centered goals.

Prepare for and coordinate individual portfolio review meetings involving artists, Studio Facilitators,

and Exhibitions staff.

Facilitate accessible, person-centered conversations with artists about recent work, artistic interests,

materials and techniques, influences, recurring subject matter, ideas, and questions emerging in their

practices.

Discuss artists’ goals and interests, including professional goals where relevant, and document

information that may support exhibitions, sales, commissions, public programs, press, grants,

residencies, and other opportunities.

Work with artists and staff to identify artwork with significant condition issues and discuss materials,

handling, storage, repair, documentation, or conservation concerns where appropriate.

Work directly with artists, with accessible communication and support as needed, to review completed

artwork before it transfers to the back gallery for formal inventory processing.

Coordinate with Studio Facilitators and the Assistant Registrar & Preparator to identify artwork ready

for inventory and work requiring additional discussion, documentation, repair, or storage planning.

Ensure artwork moving forward for inventory is clearly identified, organized, and prepared for transfer

to the Exhibitions & Partnerships team.

In collaboration with artists, Studio Facilitators, and Exhibitions staff, develop a clear process for

artwork that is not selected for inventory.

Ensure artists are meaningfully involved in decisions concerning retention, reuse, return,

documentation, or other disposition of their artwork, with particular care around damaged work and

work produced in high volume.

Maintain records of portfolio reviews, including artists’ interests and goals, relevant information about

their practices, works identified for inventory, and follow-up actions.

Ensure relevant portfolio-review information is entered into Artist Tabs or other shared systems so it

is accessible to the appropriate teams.

Studio organization and artwork management

Establish and maintain clear physical systems for organizing artwork throughout the 23rd Street

Studio.

Create designated, clearly labeled areas for work in progress, completed work awaiting review,

artwork selected for inventory, work needing repair or follow-up, and other stages of the artwork

workflow.

Develop organizational systems that make the status and location of artwork understandable to

artists, Studio staff, and Exhibitions staff.

In collaboration with the Studio Director, develop systems for organizing, tracking, and requesting art

supplies and materials.

Regularly review storage areas, shelves, racks, flat files, and shared spaces with artists and Studio staff

to identify recurring organizational or storage problems and coordinate practical solutions.

Work with Studio Facilitators and artists to periodically organize and assess individual work areas and

artist storage.

Develop plain-language labeling, signage, and tracking systems that artists and staff can consistently

understand and use.

Coordinate the physical movement of completed artwork from Studio work areas through portfolio

review and into Exhibitions inventory processing in communication with the Assistant Registrar &

Preparator.

Work with the Studio Director and Facilities staff to identify storage, furniture, shelving, equipment,

and other physical organization needs.

Establish shared routines and expectations so that organizational systems are maintained by the

Studio team as part of day-to-day practice rather than relying on periodic large-scale clean-ups.

Coordinate periodic organization projects when larger interventions are needed.

Artist documentation and professional development

Coordinate the development and updating of artist biographies, artist statements, CVs, dossiers, and

other professional materials in collaboration with artists and the Exhibitions & Partnerships team.

Interview artists and gather information about their practices, interests, influences, histories, working

methods, and goals.

Ensure that artist documentation reflects artists’ own language, perspectives, preferences, and ways

of understanding their work.

Work with artists using accessible communication approaches appropriate to each person.

Coordinate with Studio Facilitators, Community Programs, and Exhibitions staff to gather relevant

information about artists’ practices and professional activities.

Maintain accurate records of exhibitions, awards, press, commissions, residencies, public programs,

and other artist accomplishments in the appropriate shared systems.

Support the preparation of artist materials for exhibitions, gallery relationships, commissions, grants,

media requests, residencies, public programs, and other professional opportunities.

Help artists understand professional opportunities and participate in them in accessible,

person-centered ways.

Coordinate with the Exhibitions & Partnerships team to ensure that professional artist materials are

accurate, current, and consistent across NIAD systems.

Artist opportunities and cross-departmental coordination

Serve as the Studio’s point of coordination with the Exhibitions & Partnerships team for the logistics,

documentation, timelines, artwork movement, and follow-through associated with individual artist

opportunities.

Meet weekly or biweekly with the Director of Exhibitions & Partnerships to review portfolio-review

outcomes, artwork moving to inventory, and upcoming artist opportunities, bringing questions about

priorities or workload to the Studio Director.

Communicate regularly with Exhibitions staff about upcoming exhibitions, commissions, partnerships,

public programs, art fairs, gallery projects, press opportunities, and other projects involving NIAD

artists.

Coordinate with Studio Facilitators so that artists have the information, materials, support, and lead

time they need to participate successfully.

Develop clear project plans, timelines, milestones, and responsibilities for Studio-based work

connected to exhibitions and outside opportunities.

Track deadlines and follow up proactively with artists and staff to keep projects moving.

Identify missing information, material needs, potential delays, and other barriers early and

communicate them to the appropriate people.

Coordinate changes to artist projects, availability, participation, access needs, or support needs with

Studio, Community Programs, and Exhibitions staff.

Maintain a shared calendar or project-management system for active artist opportunities involving the

Studio.

Participate in regular Studio and Exhibitions meetings to share updates, anticipate upcoming needs,

and clarify responsibilities.

Support visiting curators, gallerists, collectors, partners, and other arts professionals engaging with

artists in the Studio.

Help plan professional-development field trips, including visits to see NIAD artists’ work on view,

museums and galleries, artist studios, and other cultural sites.

Accompany artists on field trips and off-site professional activities up to two days per month.

Studio operations and collaboration

Support the Studio Director in developing and maintaining clear studio procedures, calendars,

documentation, and organizational systems.

Help translate new processes into practical routines that Studio Facilitators and artists can use

consistently.

Maintain shared documents, trackers, and schedules associated with portfolio reviews, artwork flow,

and artist opportunities.

Communicate clearly and early with Studio staff about deadlines, upcoming projects, outstanding

tasks, and changes.

Identify recurring workflow or communication problems and propose practical solutions.

Take responsibility for following assigned projects and processes through to completion while working

collaboratively with artists and colleagues.

Communicate expectations and deadlines clearly and respectfully when multiple people or

departments share responsibility for a project.

Support artists and Studio staff during special projects, visiting artist activities, field trips, exhibitions,

and other program needs.

Shared responsibilities of all NIAD staff

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

communication style, and consent.

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

policy and applicable law.

Participate in staff meetings, required trainings, and NIAD’s shared learning model.

Engage with artists, families, colleagues, volunteers, visitors, and the public in a friendly and

professional manner.

Contribute to a workplace culture grounded in collaboration, accessibility, mutual respect, and

accountability.

Perform other reasonably related duties as assigned.

5. What you bring

Required

Strong organizational and project-management skills, with demonstrated ability to create systems and

keep them working over time.

Ability to manage multiple projects, deadlines, and groups of collaborators simultaneously.

Strong follow-through and the ability to identify missing information, anticipate bottlenecks, and keep

projects moving without losing sight of collaborative relationships.

Excellent written, verbal, and interpersonal communication.

Strong interviewing and listening skills, including the ability to turn conversations into useful and

accurate written documentation.

Ability to write and edit professional materials such as biographies, artist statements, project

descriptions, application materials, and CVs.

Ability to communicate expectations, responsibilities, and deadlines clearly and respectfully.

Ability to work collaboratively while taking independent ownership of projects and processes.

Comfort working in an active, shared studio and engaging directly with artists throughout the

workday.

Attention to detail alongside the ability to understand the larger goals and priorities a project serves.

Ability to design organizational systems that are straightforward, accessible, practical, and realistic for

other people to maintain.

Proficiency with Google Workspace.

Experience using project-management, workflow, or tracking tools and willingness to learn

Monday.com and other systems used by NIAD.

Preferred

Experience in an art studio, gallery, museum, nonprofit arts organization, progressive art studio, artist

residency, or similar creative environment.

Experience working directly with artists and discussing artistic practice, materials, processes, and

professional goals.

Familiarity with contemporary art and professional arts ecosystems.

Experience coordinating exhibitions, commissions, artist projects, residencies, public programs, or

other deadline-driven creative work.

Experience with artwork handling, inventory, documentation, collections management, or artwork storage materials.

Experience developing or editing artist biographies, statements, CVs, dossiers, or related professional

Experience working with people with intellectual and developmental disabilities or familiarity with

disability culture and Disability Justice.

Knowledge of person-centered practices and accessible communication.

Spanish, ASL, AAC experience, or another language or communication method used 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 role 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.

Certifications. Current First Aid certification, obtained within 30 days of hire and maintained

thereafter; NIAD provides or reimburses this training.

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Mandated reporter. This position is a mandated reporter of suspected abuse or neglect of

dependent adults under California Welfare and Institutions Code § 15630

Required NIAD trainings. Confidentiality; person-centered practice; emergency procedures and

assisted evacuation; Workplace Violence Prevention Plan; harassment prevention (within 6 months of

hire and every 2 years thereafter); safe artwork and materials handling.

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

days of the start date.

7. Physical requirements and work environment

The requirements below describe physical demands and environmental conditions associated with essential

functions of the position. NIAD provides reasonable accommodations to qualified individuals with

disabilities to enable them to perform essential functions.

Move regularly throughout a large, active studio environment across the workday.

Stand and walk on concrete floors for extended periods.

Bend, reach, and access shelving, racks, flat files, and storage areas.

Participate in hands-on studio and artwork organization.

Safely move and organize artwork and studio materials of varying sizes, including works up to [confirm

weight] pounds; assistance is used whenever an object cannot be safely handled by one person.

Perform sustained computer-based administrative, documentation, and writing work.

Communicate in person and in writing with artists, colleagues, and visiting arts professionals, including

artists who use AAC or communicate non-verbally.

Work in a busy, social, and sometimes noisy studio and gallery environment shared with artists and

staff and containing materials including paints, clays, glazes, fibers, inks, and other art media.

Travel within the Bay Area for field trips and off-site visits up to two days per month.

Occasionally work evening or weekend hours connected with exhibitions, artist events, and special

projects.

8. Compensation and benefits

Pay: $26.50–$29.00 per hour, depending on directly relevant experience and skills and NIAD’s internal

equity across similar positions. This is an hourly, non-exempt position and is eligible for overtime as

required by law.

Schedule and breaks: 26 paid hours per week across four days. The anticipated schedule is approximately

9:00 AM–4:00 PM, including a 30-minute unpaid meal break and paid rest breaks in accordance with

California law.

Occasional evening or weekend work may be required for exhibitions, artist events, and special projects.

These commitments are scheduled in advance, and hours are adjusted within the workweek where possible.

Because the core responsibilities involve direct work with artists and artwork in the Studio, this is primarily

an on-site position. Occasional remote administrative work may be available by arrangement.

Benefits: NIAD pays 65% of the base-plan medical and dental premium for regular employees scheduled

21–29 hours per week. Employees may elect vision coverage at their own cost; premiums for dependents

are borne entirely by the employee, and employees cover the difference in cost for any higher-tier plan they choose.

Regular employees also accrue paid vacation and sick leave and receive holiday pay for up to 11 holidays

annually as listed in the handbook. Benefits are subject to eligibility requirements and the terms of applicable plans, policies, and any collective bargaining agreement.

Pay: $26.50 - $29.00 per hour

Expected hours: 26.0 per week

Benefits:

• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan

People with a criminal record are encouraged to apply

Work Location: In person