Software Documentation Intern Jobs in Reston, VA

Reports to: Collections
Employment Status: Internship (Non-Exempt)

Hillwood Estate, Museum & Gardens is seeking a motivated and detail-oriented Collections Intern to support a cross-departmental initiative focused on improving how collection object locations are documented and communicated throughout the museum. This internship offers a unique opportunity to collaborate with Collections, Volunteer Engagement, Interpretation, and People & Culture while gaining hands-on experience with collections management, research, project planning, and process improvement. The intern will evaluate current practices, analyze existing documentation, and develop a sustainable resource that supports staff and volunteers in accurately locating collection objects displayed throughout the mansion.

What You'll Do

As the Collections Intern, you will partner with multiple departments to evaluate current collections documentation practices, develop recommendations for process improvements, and create a sustainable resource that supports staff and volunteer access to collection location information.

Key Job Elements

Project Discovery (Phase 1)

• Meet with Collections and Volunteer Engagement staff to understand current practices for tracking and communicating the locations of collection objects.
• Review available location data within The Museum System (TMS) to understand how information is captured, maintained, and updated.
• Interview key stakeholders to understand how object movements are initiated, documented, and communicated between departments.
• Develop a project timeline with key milestones using project management software such as Microsoft Planner or Monday.com.
• Become familiar with Hillwood's collections management processes and the current mansion resource binder.

Process Analysis & Recommendations (Phase 2)

• Evaluate existing practices to identify gaps between object movement, database records, and the mansion resource binder.
• Assess the feasibility of generating reliable location reports using existing collections management systems.
• Analyze current workflows and recommend improvements that support accurate and consistent documentation of collection locations.
• Develop recommendations for a sustainable process to maintain the resource with minimal staff burden.

Resource Development (Phase 3

• Update the mansion resource binder using the most accurate and complete location data available.
• Organize information in a clear, user-friendly format that supports staff and volunteer wayfinding throughout the mansion.
• Recommend a long-term maintenance process and update schedule for the resource.
• Present project findings, recommendations, and completed deliverables to project stakeholders.

Who You Are

• Interested in learning about decorative arts, museum collections, and the legacy of Marjorie Merriweather Post.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Strong research, analytical, and critical thinking abilities.
• Ability to synthesize information from multiple sources into clear documentation.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize work and manage multiple project components simultaneously.
• Ability to work independently while collaborating effectively across departments.
• Ability to build positive working relationships with staff, volunteers, and stakeholders.
• Working knowledge of Microsoft Office applications.
• Familiarity with project management software is preferred.
• Experience with The Museum System (TMS) or a similar collections management system is preferred.
• Has completed undergraduate coursework and is currently enrolled in, or has recently completed, a graduate degree program.

Availability to Work

This internship is expected to work up to 24 hours per week. Because much of the project work will take place in the mansion, applicants should be available to work on Mondays, when the museum is closed to the public. Additional hours and scheduling will be determined based on departmental needs and intern availability.

This internship is ideal for graduate students or recent graduates interested in collections management, museum operations, project management, or museum studies who are looking to gain hands-on experience through a meaningful cross-departmental project.

We Offer

• A fabulous work culture that inspires your best work.
• Support for career development with internal and external learning opportunities.
• Mental wellness support.
• Discounts in the Museum Shop and Merriweather Café.
• Free admission to the museum and festival days.
• Casual Monday.
• Free on-site parking.
  

Join Our Team
Hillwood is seeking applicants from all backgrounds and educational levels to ensure we get the best, most creative talent on our team. We are an equal opportunity employer, and we encourage people who identify as Black, Indigenous, people of color and people with marginalized identities to apply for open positions.
We strive to make the hiring process as accessible as possible. Please do not hesitate to share what will make the process best for you. When sending your resume, please let us know of any accommodation you may find helpful while engaging in our process.