Rights & Reproductions Coordinator
Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!
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. Work requires coordination across multiple museum departments and external partners, accuracy in maintaining authoritative rights records, and adaptability to evolving project priorities and technologies.
Duties and Responsibilities include
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).
Principal Responsibilities
1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.Job Posting Date
06/10/2026Job Category
Administrative SupportBargaining Unit
L34Compensation Grade
Labor Grade ECompensation Grade Profile
Hourly Range
$35.64Time Type
Full timeDuration Type
StaffWork Model
On-siteBackground Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer
The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus.