Digital Asset Management Specialist

Digital Asset Management & Licensing Specialist

Summary

The Digital Asset Management & Licensing Specialist will be a critical contributor to the asset supply chain ensuring the timely compliant and efficient acquisition ingestion and cataloging of Royalty-Free (RF) media and internally-created intellectual property. This role owns the RF procurement process is the primary steward of metadata and asset integrity within the DAM system (HIP) and actively contributes to the governance and improvement of asset management workflows and tooling.

Key Responsibilities

RF Procurement & Licensing Compliance

• Own the end-to-end procurement and intake process for all Royalty-Free (RF) asset requests from business teams.
• Validate the scope of requests ensure no duplicate purchases and confirm usage of only approved photographers/sources.
• Source assets exclusively through approved RF vendors managing the approval workflow processing invoices and accurately tracking spend against budget.
• Ensure strict license compliance for all purchased assets including distribution rights duration sensitive-use restrictions model/property releases and editorial use limitations.
• Maintain and manage approved vendor lists agreed rate cards and preferred-use guidance escalating issues and negotiating resolutions with vendors as needed.
• Maintain and enforce ordering Service Level Agreements (SLAs) standardize request templates and ensure clear status visibility for all stakeholders.

Ingestion Metadata and Cataloging

• Ingest all purchased RF assets and all intellectual property created by the internal Photo Studio work-for-hire photographers and artists into the HIP DAM system.
• Perform thorough Quality Assurance (QA) on all ingested files checking for integrity correct formats and necessary renditions to ensure timely availability.
• Apply and/or refine taxonomy controlled vocabularies and relationships (e.g. versions variants collections) to enhance discoverability.
• Utilize AI-assisted cataloging tools (e.g. image recognition OCR similarity matching deduping) to accelerate and validate tagging reviewing and correcting outputs as necessary to maintain quality.
• Collaborate with downstream systems teams (IPS/OneCMS/SharePoint) to ensure successful discovery and re-use of assets across platforms.

Metadata Integrity & Governance

• Enforce DAM governance standards including file naming conventions required metadata fields and accurate rights metadata.
• Manage retention and disposition rules specifically for RF assets to ensure long-term compliance.
• Support the creation of new user accounts within HIP.
• Assist in testing and implementing HIP system enhancements.
• Develop and maintain dashboards/KPIs to deliver regular metrics on asset usage spend and process efficiency to management.
• Conduct training for internal teams on RF request best practices licensing dos/donts and HIP search/citation standards.
• Produce and maintain quick-start guides job aids and knowledge base articles.

Processes & Tooling

• Document and continuously improve the asset lifecycle workflows (request purchase ingest publish) actively working to remove bottlenecks and hand-off gaps.
• Recommend enhancements to the HIP/DAM platform and vendor portals based on user feedback and emerging operational needs.
• Pilot and evaluate new AI cataloging features defining acceptance criteria and quality thresholds for production deployment.

Communication & Collaboration

• Maintain proactive and clear communication with all key stakeholders including requesters approvers Legal/IP Finance/Procurement and external vendor partners.
• Provide clear status updates and surface risks early with proposed resolution options.

Archiving Administration Support -Provide non-archival support to archive teams including metadata research request triage and submission backlog management (status hygiene prioritization coordination).

• Perform tasks to break down product files (PDFs images A/V) into reusable components.
• Batch-extract text images and captions; run OCR; and normalize formats/file naming to meet established standards.
• Perform deduping/variant detection and integrity checks and document reproducible processing pipelines.

Qualifications & Skills

Minimum Qualifications

• 3 years of experience in digital asset management content licensing/procurement publishing production or a closely related field.
• BS/BA in a related discipline or equivalent professional experience.

Technical & Professional Skills

• Proven experience with DAM platforms (e.g. HIP or similar) including hands-on work with taxonomy metadata standards and rights/usage metadata.
• Working knowledge of RF licensing terms and associated risk areas (e.g. sensitive use distribution limits releases attribution).
• Familiarity with AI-assisted cataloging capabilities (e.g. auto-tagging OCR visual similarity/dedup) and the ability to review QA and improve their outputs.
• Proficiency with Microsoft Office Suite (Excel Word Outlook PowerPoint SharePoint) and general knowledge of Adobe tools (InDesign Photoshop Acrobat).
• Experience with procurement and invoicing systems and basic budget tracking.
• Excellent written and verbal communication; strong stakeholder management and vendor-negotiation skills.
• Demonstrated project management capability to prioritize multiple time-sensitive requests drive adherence to SLA and deliver high-quality results.
• Holistic data-driven problem-solving approach with strong attention to detail and follow-through.