Rights & Reproductions Coordinator

Salary Range

Job Requisition

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)

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.

Work requires coordination across multiple museum departments and external partners, accuracy in maintaining authoritative rights records, and adaptability to evolving project priorities and technologies.

• Lead and act 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, 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.
• Determine 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 integration and use of standardized rights frameworks such as Rights Statements.org, Creative Commons licenses, and, where applicable, Local Contexts notices or labels.
• Provide 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.

• 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.
• 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.
• Working knowledge of copyright and licensing…