Job Posting: Production & Image Licensing Coordinator, Art Institute of Chicago

04 Jan 2019 8:33 AM | Janet Olson (Administrator)

Production and Image Licensing Coordinator 

Responsible for managing Imaging Department production and Image Licensing requests as follows:


·         Interfaces with museum departments and Imaging staff to ensure that all requests for existing and new photography are properly completed with necessary information.

·         Receives, assigns, tracks, and closes Imaging orders.

·         Updates metadata, preferred images, and sharing settings in DAMS system as needed for various departments.

·         Assists the Archive Manager with metadata management., including; transcription, formatting, data cleanup, and records optimization.

·         Works with Director of Photography and Assistant Director of Production to support department projects by keeping abreast of order deadlines updates orders, tracking status, and deadlines.

·         Manages development, use, and ongoing improvement of workflow and tracking systems.

Image Licensing

·         Working in concert with third-party distribution channels (Art Resource, Bridgeman), helps fulfill outside client orders, including file delivery.

·         Serves as liaison with curatorial departments to ensure caption information has been vetted and the stated image use meets the Art Institute’s required standards before releasing image files to client. Keeps curatorial departments informed of image use requests that require special permission and/or new photography.

·         Provides analytics as requested. 

·         Interfaces with legal department regarding copyright/trademark/contractual issues, ensuring best practices are maintained on behalf of the museum.

·         Serves as liaison with Public Affairs, Museum Shop Merchandising, and other AIC departments, forwarding applicable image use requests, as needed.

·         Maintains signed contracts for all image licensing orders. In coordination with Museum Finance, tracks payments for all licensing fees from Art Resource and

·         Bridgeman.

·         Performs other duties as assigned.


·         BA or BFA in art history, studio art, photography, or similar field.

·         Experience in photography, and/or knowledgeable of photographic terms and workflow preferred.

·         Knowledge of copyright law and image licensing practices preferred.

·         Able to work with many different levels within and beyond the Art Institute to coordinate order processing and fulfill client requests

·         Customer service driven.

·         Well organized.

·         Familiarity with project management principles and best practices.

·         Familiarly with image database, order tracking,

·         Google suite, Word. good verbal, writing, and computer skills.

Full job post available:

- Job ID 10535

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