Rights & Reproductions Coordinator

Overview

The Rights and Reproductions Coordinator is responsible for the comprehensive, complex management of image requests, permissions, and rights documentation for the museum’s collections, exhibitions, publications, and programs. Working collaboratively across departments, the position supports the acquisition, documentation, and delivery of images while ensuring accurate rights research, licensing compliance, and consistent communication of use conditions.

Work Location: West Campus (Primary location), Central Campus (as needed); Work Model: On-site Work Week: Standard (M-F)

Scope and Complexity / Decision-Making

The Rights and Reproductions Coordinator exercises a high level of independent judgment in managing a high volume of concurrent image and permissions requests, each with distinct rights considerations, deadlines, and stakeholders. The position regularly interprets and applies established copyright, licensing, and institutional policies to determine appropriate courses of action, escalating complex or high-risk issues to supervisory or legal staff as needed.

Duties and Responsibilities

• Leading and acting as the primary point of contact for internal and external image and permissions requests.
• Oversee the entire copyright process by receiving, reviewing, logging, tracking, and fulfilling requests by acquiring and managing images and rights for exhibitions, publications, marketing/press, web, social media, film, public programs, and development initiatives
• Ensure timely delivery, accurate documentation, and oversight of deadlines, costs, contracts, invoices, and deliverables using museum database systems and project management tools.
• Deliver digital files with accurate captions, credits, copyright notices, and rights statements appropriate to each use.
• Secure image and permissions for Gallery projects and publications
• Determining rights and permissions for images and other materials
• Research and document copyright status, rights holders, licenses, credit lines, and restrictions for artworks, archival materials, and related media.
• Draft, review, and record permission agreements and licenses
• Ensure compliance with internal policies and external agreements.
• Monitor invoices and ensure adherence to licensing terms and agreements.
• Assist with fair use analyses, open access guidance, and interpretation of copyright and licensing issues (in consultation with legal or intellectual property staff as needed.)
• Support the integration and use of standardized rights frameworks such as RightsStatements.org, Creative Commons licenses, and, where applicable, Local Contexts notices or labels.
• Provide foundational rights education, policy guidance, and workflow updates to museum staff and collaborators.
• Maintain and steward the institutional rights and permissions database within the collections management system (e.g., TMS) and the digital asset management system (e.g., NetX), ensuring accuracy, consistency, and accessibility of records.
• Contribute to ongoing evaluation and improvement of rights, imaging, and permissions workflows, tools, and documentation.
• Complete data entry, data analysis, and special projects as assigned.
• Submit the monthly tax report to the University General Accounting Department.
• Manage the workflow and image files of the Documentation Photographer, ensuring all permissions have been granted - beforehand.
• May supervise or train student workers and interns.

Required Skills and Abilities

1. Knowledge of intellectual property laws, rights negotiations, and licensing agreements, with a primary focus on copyright, fair use, Open Access, and communication of rights statuses for the use of materials in cultural heritage institutions.
2. Strong organizational and administrative skills with the ability to manage multiple projects and deadlines simultaneously. Excellent written and verbal communication skills and a collaborative working style.
3. Working knowledge of copyright and licensing principles sufficient to conduct rights research and apply institutional policies. Attention to detail and accuracy in recording and delivering rights and permissions information.
4. Familiarity with collections management systems, digital asset management systems, and project management tools. Knowledge of photographic materials, digital file formats, and metadata standards.
5. Ability to adapt to evolving technologies, rights-holder privacy considerations, and best practices in rights and reproductions.

Preferred Skills and Abilities

1. Bachelor’s degree in Art History, Museum Studies, Library/Information Science, or a related field; or an equivalent combination of education and professional experience.
2. 2-4 years of experience in a museum, gallery, or archival setting with a specific focus on rights clearance, licensing, and digital asset management.
3. Demonstrated experience with collections management systems (e.g., TMS) and digital asset management software (e.g., NetX, Adobe Creative Suite).