Manager, Vendor Digitization Services at Public Library

The Digital Collections Operations (DCO) department supports the stewardship, long‑term preservation, and accessibility of NYPL’s digital collections. This role supports our research library ecosystem by directing the end‑to‑end lifecycle of outsourced digitization projects for the Library’s Research Libraries.

Reporting to the Associate Director, Digital Reformatting, the Manager oversees the large‑scale reformatting of Audio and Moving Image (AMI) materials as well as diverse image‑based collections—including microfilm, manuscripts, books, and specialized photographic formats (negatives, transparencies, and glass plates).

In this critical role the Manager navigates complex vendor relationships and multi‑year contracts, supervises a Media Preservation Coordinator (AMI), and ensures all external deliverables meet the Library’s stringent technical and preservation standards.

• Own: The end‑to‑end management of vendor‑based digitization projects, from initial RFP development and scoping to final asset delivery, ensuring that all vendor deliverables are technically, descriptively, and administratively prepared for preservation, digital asset management, and access systems.
• Own: The oversight and professional development of the Media Preservation Coordinator.
• Own: The administration of vendor contracts, Master Service Agreements (MSAs), and significant OTPs/grant budgets related to outsourced services.
• Own: The logistics for secure transport of collection materials to and from external facilities.
• Teach: The Media Preservation Coordinator and wider team about effective vendor management, contract compliance, and technical quality control standards.
• Teach: Library partners about the technical requirements, timelines, and logistical constraints of outsourced digitization.
• Learn: The technical nuances and FADGI/AMI specifications required for diverse formats, ranging from motion picture film and magnetic media to manuscripts and specialized photographic materials.
• Learn: NYPL’s internal procurement and financial systems to ensure seamless invoice processing and budget tracking.
• Improve: The scalability and speed of the vendor digitization pipeline through refined project tracking and automated QC workflows.

• Audit all active vendor contracts and project timelines to understand dependencies, pain points, and resource needs.
• Meet and form relationships with internal teams across the Library to understand current strategic objectives for digitization.

• Take full ownership of vendor communications, budget tracking, and the quarterly planning process for outsourced initiatives.
• Be contributing member of committees, working groups and strategic planning efforts to align vendor digitization with larger institutional goals.
• Refine logistical workflows for transport of materials, ensuring that safety and tracking protocols are consistently met.

• Act as the primary point of contact for external labs; manage RFPs, negotiate quotes, and ensure strict adherence to contract terms, deadlines, and technical specifications.
• Facilitate the secure movement of diverse and fragile collection materials; partner with internal stakeholders on transit protocols and maintain rigorous tracking for all assets through the vendor reformatting lifecycle.
• Maintain comprehensive documentation for vendor workflows, asset tracking, and technical specifications.
• Work closely with other teams (Collection Management, Conservation, Special Collections Processing) to ensure collections safety and project alignment within institutional priorities.
• Maintain clear communication with department leadership and stakeholders about project progress.
• Perform other related duties as assigned.

Master’s degree in Library and Information Science, Museum Studies, or related field with a focus on preservation or digital reformatting.

• 5+ years of professional experience in cultural heritage digitization or preservation, with a focus on project management.
• Demonstrated experience managing external vendors and navigating complex procurement/contracting processes.
• Prior experience managing project costs and large-scale budgets.
• Proven experience in a supervisory or team lead role, ideally in a production or preservation environment.

• Strong working knowledge of both AMI preservation standards (ISA‑A, AES) and image digitization standards (FADGI, ISO).
• Understanding of the risks and requirements associated with transporting rare, archival, and fine‑art materials.
• Familiarity with checksum validation, file packaging (Bag It), and metadata schemas used in digital preservation workflows.
• Superior negotiation and interpersonal skills; ability to resolve technical or contractual disputes with external partners diplomatically.