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Manager, Permissions and Reproduction Services

Manager, Permissions and Reproduction Services

The New York Public Library Job Location: New York Apply By: Open until filled Date Created: 05-09-2022

Overview The New York Public Library is one of the world’s great public research libraries. Its research centers provide opportunities for engagement with in-depth and unique collections, inspirational reading rooms, exhibitions, programs, and a range of research services. Research Services, part of the Collections and Research Services Department, facilitates discovery and use of the collections by developing responsive programs and services for a diverse group of users, working to provide a consistent and integrated user experience for print and digital collections, and partnering across institutions to more effectively provide access to the broadest range of research materials. The department coordinates the development and assessment of collaborative institutional partnerships, research services and discovery systems that position the Library as a vital resource to support learning, creativity, scholarship, and enterprise. Reporting to the Associate Director for Research Services and Institutional Partnerships, the Manager for Permissions and Reproduction Services oversees the collections reproduction request process, negotiates licenses for the digitization of the Research collections by third-party vendors, and supports the Associate Director and the Collections department in aligning permissions policies with the Library’s overall user services goals. We seek a service-oriented manager with strong organizational and time-management skills, knowledge of best practices in reproduction services, and a commitment to excellence in public service. Key Responsibilities
  • Oversees a service-driven unit providing access to the research collections through public orders and third party digitization
  • Develops and implements user-focused policies and procedures for the duplication and use of reproductions of the Library’s research collections, including print materials, special collections, microfilm, audio and moving image, and digital assets
  • Reviews all duplication requests and works closely with the Digital Research Division (Media Preservation Services, Media Preservation Labs, Metadata Services Unit, Digital Imaging Services, Digital Preservation, Digital Archives, Copyright and Information Policy) to arrange for permissions clearance, digitization of collections and delivery of digital files
  • Processes reproduction requests for digital images, book scans, and audio moving image materials
  • Maintains a high level of customer service in communications with patrons about all parts of the permissions and reproductions process
  • Collaborates with Collections and Research Services staff and curators across the research libraries to evaluate and manage proposals for third-party digitization of Library research collections
  • Contributes to the development of the Library’s strategy around digital collections and open access
  • Negotiates licensing fees and royalties, and prepares licenses for reproductions of the Library’s in-copyright collections
  • Collaborates with colleagues in Earned Revenue and Visitor Experience around requests and royalties for NYPL brand licensing
  • Reviews and approves invoices through Freshbooks, and manages the department’s budget
  • Prepares reports on the department’s activity to aid decision making around Library digitization priorities
  • Maintains the department’s public-facing documentation including pricing schedule, forms and web pages
  • Supervises a small staff responsible for processing reproduction requests

Required Education, Experience & Skills

Required Education & Experience
  • Bachelor's degree and substantial experience with rights management, digital project management, or contracts negotiation
  • At least 3 years of experience negotiating contracts and licenses, preferably in a library or similar environment
  • 3-5 years of public or customer service experience
  • 1-3 years of supervisory experience
  • Experience managing budgets
Required Skills
  • Demonstrated understanding of copyright and licensing in the library service context
  • Successfully demonstrated experience in the areas of project or resource management
  • Experience developing and implementing new policies and workflows
  • Successfully demonstrated ability to work effectively and collaboratively with staff across departments
  • Demonstrated commitment to excellence in public service
  • Strong organizational and time-management skills
  • Excellent interpersonal, oral and written communication skills

Preferred Qualifications

  • Advanced degree in a related field
  • Experience using Freshbooks or other payment management system
  • Experience working with digital asset management systems


Please Note: Effective August 2, 2021, absent a qualifying exception for medical or religious reasons, newly hired employees of the New York Public Library must present proof of receipt of a COVID-19 vaccination and may not begin employment at the Library until 14 days after their receipt of their second dose of either the Pfizer or Moderna vaccines or 14 days after their first dose of the Johnson & Johnson vaccine.  Newly hired employees who need additional time to receive their vaccination prior to their start date may request an adjournment of their start date with their hiring manager.  The Library will consider such requests on a case by case basis, depending upon the Library’s operational needs, among other factors.  The Library will further consider exemptions for prospective employees who cannot become vaccinated due to a qualifying medical condition or a sincerely held religious belief or practice.  Candidates who receive a conditional offer of employment and who seek a medical or religious exemption to the Library’s vaccination policy will be provided with additional instructions at the time of the conditional offer.
Core Values All team members are expected and encouraged to embody the NYPL Core Values:
  • Be Helpful to patrons and colleagues
  • Be Resourceful in solving problems
  • Be Curious in all aspects of your work
  • Be Welcoming and Inclusive
Physical Duties May require travel within NYC
Physical Required? No Union/Non Union Non-Union FLSA Status Exempt Schedule
  • 35 hours per week, Monday through Friday 9am - 5pm

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