JOB TITLE: Rights and Reproductions Coordinator

DEPARTMENT: Curatorial Affairs

FLSA STATUS: Exempt

JOB SUMMARY:

The Rights and Reproductions Coordinator is an early- career professional with data entry and customer service experience, extreme attention to detail, and interest or coursework in library and information science. The Coordinator supports the activities of the Rights and Reproduction unit within the Curatorial Affairs department and is responsible for facilitating the delivery of reproductions of CHM collection materials for internal and external use; ensuring adherence to copyright law, contractual agreements, and other legal guidelines; creating, evaluating, and improving descriptive and administrative metadata; and identifying and pursuing opportunities to increase the discoverability, accessibility, and revenue-generating potential of CHM’s digital assets.

ESSENTIAL FUNCTIONS:

• Receive and prioritize internal and external requests for reproductions and permissions, negotiate usage terms and fees, process payments, and coordinate on-time delivery of reproductions
• Prepare original collection items for digitization, including retrieving requested items and coordinating digitization and delivery with the Photo Studio or external digitization vendors
• Create and enhance descriptive and administrative metadata for digital assets following local and industry metadata standards
• Ensure that original collection items are handled appropriately according to safe object handling protocols and returned to appropriate storage locations following digitization
• Develop and utilize knowledge in intellectual property law to determine how collection items may be used
• Accurately maintain databases and other systems for documenting service activities and tracking order status and payments
• Expand web-based presence of digital collection surrogates via CHM Images (Capture), and other platforms, and work with CHM staff to increase their visibility
• Serve as liaison for staff, external clients, and licensing agents seeking use of visual resources by providing research assistance and expediting reproduction requests with short turnaround times
• Lift, carry, or otherwise move boxes or objects weighing up to 25 lbs
• Participate in the development of policies, procedures, and strategies governing digitization, order fulfillment, and digital asset management
• Recruit, train, and supervise volunteers, interns, and work study students as requested
• Work collaboratively across departments

OTHER DUTIES :

• If requested, prepare financial reports and weekly transmittals for the Accounting Department
• Travel to offsite storage locations to retrieve collections items for digitization
• Independently perform certain audio digitization tasks
• Maintain working relationships with collections partners and media clients
• Organize and maintain legacy files of reproduction negatives, slides, and transparencies
• Document workflows and procedures
• Serve on interdepartmental staff committees
• Other duties as assigned

REPORTS TO: Rights and Reproductions Manager

WORKING RELATIONSHIPS: The Rights and Reproductions Coordinator works as part of a team that includes the Rights and Reproductions Manager and Photographer/Imaging Specialists and coordinates closely with staff from Research and Access, Curatorial Affairs, and Collections (Collection Managers, Archivists, Registrars, and Conservators) departments. The Rights and Reproductions Coordinator also works with the departments of Exhibitions, Education, Communications, and Institutional Advancement to support image research and fulfill internal and external reproduction requests. Constituents include researchers, authors, licensing agencies, publishers, educators, media organizations, and other commercial and non-commercial entities.

QUALIFICATIONS:

• BA in history, information/library science, art history, museum studies, or related field required; equivalent professional experience may be considered in lieu of a degree
• Keen attention to detail and ability to follow complicated procedures and workflows
• Ability to multitask, prioritize, and work accurately and efficiently in an organized manner to meet expectations in a deadline-driven environment
• Experience working directly with the public in a customer service capacity and/or retail environment; ability to deal diplomatically and effectively with members of the public and commitment to excellent customer service
• Experience with data entry and/or utilizing databases; experience cataloging visual materials and/or creating descriptive metadata according to established standards is preferred, not required
• High level of comfort with Microsoft Office suite (Outlook, Word, Excel, SharePoint, Teams)
• Familiarity with U.S. copyright law and standard licensing terminology is preferred, not required
• Knowledge of digital and analog photographic processes and formats is preferred, not required
• General knowledge of American and/or Chicago history
• Ability to solve technical and procedural problems creatively
• Ability to lift, carry, or otherwise move objects weighing up to 25 lbs and ascend and descend ladders and lifts
• Commitment to the mission, values, and programs of the Chicago History Museum