Manager, Rights Clearance
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Compensation: $85,000 - $95,000 / year

Application Deadline: 1 June 2025

Department: Collections

Location: Stephen A. Schwarzman Building

Compensation: $85,000 - $95,000 / year

DescriptionOverviewThe New York Public Library (NYPL) 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. Collections and Research Services encompasses several departments focused on managing the ongoing development of our exceptional research collections, advancing unified discovery and expanded access to our collections, both in-person and online, and ensuring stewardship of the collections at every stage of the collections lifecycle.We're seeking a highly motivated and experienced Rights Clearance Manager to ensure NYPL research materials are reviewed for access, exhibitions, publications, programming and document delivery. While this is not a legal position, the Rights Clearance Manager will work closely with the Library's Legal Department to seek guidance on complex rights issues and ensure compliance with relevant policies and laws. The manager will also support and advance strategic initiatives to expand and accelerate access to scholarly ebooks, and be a key contributor in the Library's project to update its digital asset management system. The successful candidate will thrive working across cross-functional teams and stakeholder groups in order to meet goals in a timely manner.We seek candidates that are eager to learn and grow, have a proven track record of supporting their teams for success, and are solutions focused.We are looking for someone we can count on to:Own:

• The end-to-end process of rights clearance for a wide range of materials including books, manuscripts, photographs, audio and moving image, and born-digital, collaborating with the Legal team as needed
• The process to ensure all uses of copyrighted materials comply with current laws, regulations, and licensing agreements, particularly in the areas of fair use, public domain, and orphan works
• A position as the main point of contact for internal teams and external partners, ensuring that rights clearance processes align with project timelines and goals

Teach:

• Webinars and meetings to inform staff about copyright law, fair use, and public domain issues in libraries,
• Guidance and mentorship to the rights team on rights clearance and intellectual property guidelines and best practices

Learn:

• About developments in copyright law in libraries, rights management, and best practices to ensure that NYPL's rights clearance processes remain current and compliant
• A deep understanding of the cultural and historical significance of materials in NYPL's collections to make informed decisions about rights clearance and usage

Improve:

• Communication, dynamics, and collaboration across teams, departments, working groups, and stakeholders
• The rights clearance workflow, identifying and implementing opportunities to streamline and enhance efficiency and reduce turnaround times for project approvals
• By creating and maintaining comprehensive records of all clearance activities and agreements, improving transparency and institutional knowledge

Some expectations for this role are that within:1 month, this person will:

• Begin to understand the scope of the NYPL's collections and intellectual property practices, their role in strategic initiatives related to digital asset management, and begin onboarding and training on internal systems and workflows related to rights clearance
• Meet and form relationships with internal teams, including key collaborators in Legal, staff across the Research Libraries, Communications and Marketing,
• Begin handling straightforward rights clearance requests for existing and upcoming projects, with guidance from senior staff and the Legal team

3 months, this person will:

• Continue the onboarding process, completing required trainings and meeting key staff partners
• Be a contributing member of committees, working groups and strategic planning efforts to align rights clearance strategies with larger institutional goals
• Begin taking ownership of more complex rights clearance projects, including negotiating licenses, assisting with permissions orders, and larger digitization projects
• Gain an enhanced understanding of their team and workflows and implement improvements as needed

6 months and beyond, this person will:

• Develop a clear sense of the long-term roadmap for the role that rights clearance plays in access to the collections, and a broader understanding of their role in contributing to measures of success for the Library's strategic initiatives and goals
• Lead ongoing efforts to refine and optimize the rights clearance process
• Develop and maintain ongoing relationships with rights holders, licensing agencies, and internal stakeholders

Responsibilities

• Researches copyright issues associated with collections, including copyright status determinations, and offer internal guidance on copyright and other information policy issues
• Oversees the input and management of rights information in the Library's digital asset management system (DAMS), determining access levels for items and collections
• Contributes to the development of an updated digitization strategy and related workflows, especially for rights clearance
• Manages the work of the Digitization Coordinators who support the digitization lifecycle by conducting copyright-related research and rights risk assessment
• Works closely with the Associate General Counsel to support the exhibition program by researching rights related to the exhibit of copyrighted materials, negotiating terms, royalties, and advances for exhibition publications, and prepare Licensing Agreements
• Oversees the research and permission negotiations with rightsholders for collection materials used by Communications and other departments for promotional materials, including review of licenses and caption approvals
• Negotiates and secures releases and agreements with rightsholders for events, screenings, and public performances within the Research Libraries
• Reviews and enter rights information for digitization of public orders of images, books and manuscript material, and audio and moving image material
• Reports on department activities and metrics and manages departmental budget
• Manages, recruits, mentors, and retains a diverse and highly skilled professional staff and strengthens cross-departmental collaborations
• Represents the Library in rights clearance meetings and conferences
• Performs other duties as assigned

Required Education, Experience & SkillsRequired Education & CertificationsBachelor's degree requiredRequired Experience

• 5+ years experience in rights clearance and licensing
• 1-2 years of supervisory experience
• Knowledge of and work experience in the area of copyright law
• Experience in the licensing of digital assets

Required Skills

• Demonstrated ability to manage projects and teams
• Excellent consulting, mediation and interpersonal skills
• Demonstrated customer service excellence
• Excellent organizational, analytical and problem-solving skills with proven success in independently prioritizing work, analyzing information and managing competing deadlines
• Excellent written communication skills
• Facility with entering information into databases
• Aptitude for learning new technologies

Managerial/Supervisory ResponsibilitiesManages and oversees the work of three full-time employees and additional temporary project staff as neededMore...Core ValuesAll 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

Work Environment

• Daily use of a computer
• Occasional work/travel between research centers

Physical DutiesN/APre-Placement Physical Required?NoUnion/Non UnionNon-UnionFLSA StatusExemptSchedule9am to 5pm, Monday through FridayThis job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.The New York Public LibrarySalary StatementAt the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.Union Salaries are determined by collective bargaining agreement(s).

Seniority level

• Seniority levelMid-Senior level

Employment type

• Employment typeFull-time

Job function

• Job functionOther
• IndustriesLibraries

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