Registration Specialist (Image Permissions Coordinator), IS-1001-9

Smithsonian Institution•Washington, DC

6d•$70,623 - $91,815•Onsite

About The Position

This position is located in the Registrar's Office, Smithsonian American Art Museum, Under Secretary for Museums and Culture, Smithsonian Institution. The Smithsonian Institution (SI) is a diverse museum and research complex dedicated to the increase and diffusion of knowledge. The Smithsonian American Art Museum (SAAM) houses a collection of more than 45,000 artworks which represents 250 years of American art and serves as the basis for an active schedule of exhibitions, publications, research, and educational programming. This position serves as the Registration Specialist, Image Permissions Coordinator for SAAM. The position handles all image permission and rights activity for the museum, as well as assisting with the registrarial aspects of SAAM’s temporary exhibition and traveling exhibition programs. Incumbent reports directly to the Head Registrar.

Requirements

Bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience.
Knowledge of intellectual property concepts and principles in museum practice.
Knowledge of concepts, policies, and procedures for current museum registration methods and collections management standards gained through experience in museum administrative work, registration and collections management standards, methods, processes and procedures.
Ability to coordinate often-simultaneous projects with firm deadlines.
Skill in negotiating favorable license terms for the organization.
Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials.
Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
Complete a Probationary Period.
Maintain a Bank Account for Direct Deposit/Electronic Transfer.
Eligible to work in the United States.

Responsibilities

Confers with departmental and other staff requiring images for museum projects to identify necessary materials, uses, and timing requirements.
Researches materials, objects, or topics to determine ownership of copyright and required clearances.
Corresponds with rights owner(s) or legal representatives such as artists’ rights organizations, artist’s estates or trusts, museums, publishers, and others concerning copyright and permissions, describing nature of proposed use and requesting permissions, as well as negotiating image license terms and cost of use.
Secures needed permissions from copyright holders, e.g., to reproduce, distribute and otherwise use selected copyright protected materials in any format, including electronic.
Negotiates cost reductions, when possible, based on non-profit status or multiple use of image.
Ensures that proper permissions are secured by required deadlines and that copyrighted materials are not used prior to receipt of appropriate clearances.
Manages image files, including reviewing image files to ensure quality and resolution is sufficient for intended use, uploading high-resolution files, labeling them in a standard format, and providing access to staff as required.
Reviews and proofreads copyright citation and credit line information for images or other assets.
Compares information from licensing agreements, loan agreements and checklists to ensure accuracy.
Monitors agreements and notifies offices of contractual requirements such as limits of use, expiration, return of transparency or deletion of electronic copy.
Organizes and maintains files so that purchases are easily verified and budgets reconciled.
Contracts with independent photographers to arrange image capture of loaned artworks in advance of shipping.
Maintains computer spreadsheet or database of copyright and permissions including status, purpose, expenditures, approvals, expiration date, and procedures for renewal.
Serves as central repository for final permissions, maintaining paper or scanned files of requests and approvals to ensure legal documentation is available.
Maintains permissions records for books indefinitely and secures updated permissions when required for reprints.
Receives requests and determines whether the museum holds copyright and whether proposed use matches museum guidelines.
Assists with preparation of loan documents, shipping documents, and traveling exhibition marketing materials.
Completes condition reports for artworks and hosts in-person or virtual couriers during installations and de-installations.
Acts as courier for artwork as necessary for outgoing loans and traveling exhibitions.