Exhibitions and Licensing Coordinator at Newfields (Indiana)

Exhibitions and Licensing Coordinator Please put “Exhibitions and Licensing Coordinator” in the subject line if you are submitting your application by email.

Position type: Full-time Basic work week: 37.5 hours per week, Monday – Friday

OVERVIEW The Exhibitions and Licensing Coordinator assists the Exhibitions department with the development and production of a wide range of exhibition projects, from initial proposal review to budget and scheduling to execution and debriefing. The Exhibitions and Licensing Coordinator assists the Rights and Reproductions department with daily tasks including, but not limited to: processing external image requests, and management of copyright research and information retention.

Primary Responsibilities: The following responsibilities describe the general nature of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory.

  • Assist in the preparation and monitoring of exhibition, seasonal programming, and rotation budgets and timelines.
  • Maintain and distribute approved exhibition and rotation schedules.
  • Prepare, distribute, track, and follow up on proposals for Newfields-organized exhibitions for loan to venues.
  • Assist with monitoring and managing development of exhibitions, including serving on cross-departmental core teams, as assigned.
  • Process external requests for the use of Newfields media, including negotiating reproduction and/or preparation fees (as applicable), processing invoices, and retaining completed permission use contracts.
  • Receive and archive publication materials, both Newfields created and gratis copies from external requests, in the Bibliography module of Newfields’ CMS.
  • Assist as needed with the oversight of site-specific location shoots.
  • Liaise with other Newfields departments, including but not limited to Curatorial; Retail; Interpretation, Media and Publishing; and Marketing and Communications, as well as external stakeholders on projects as needed to obtain media files, clear use permissions, and/or prepare fair use analyses for the following:
    • Oversee all Tier 3 and 4 temporary exhibitions and all permanent collection rotations;
    • Assist with ongoing publication and catalogue projects; and
    • Other licensing as needed.

Required Skills:

  • Excellent written and verbal communication skills;
  • Excellent organizational skills and attention to detail;
  • The ability to manage multiple projects simultaneously;
  • The ability to work both independently and cooperatively with cross-departmental teams;
  • Proficiency in Microsoft Office Suite required; and
  • Familiarity with Adobe Creative Suite, KE-EMu, and Piction (or similar collections management and digital asset management systems) preferred.

Education and/or Experience:

  • Bachelor of Arts degree with a minimum of two years of related work experience or equivalent combination of education, training, and experience;
  • Masters degree in Arts Administration, Art History, Collections Management, or Museum Studies preferred;
  • Knowledge of copyright law, with a primary focus on fair use within a museum context preferred.

A competitive salary is offered for all positions and a generous benefits package for full-time positions. To perform the job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To apply, please send your resume, cover letter and Newfields application to:

Mail: Newfields ATTN: Human Resources 4000 Michigan Road Indianapolis, IN 46208

E-mail: hr@discovernewfields.org

Fax: 317-920-2655 No phone calls, please.

About Newfields Newfields offers dynamic experiences with art and nature for guests of all ages. The 152-acre cultural campus features art galleries, lush gardens, a historic home, performance spaces, a nature preserve and sculpture park. From inspiring exhibitions in the IMA Galleries, to concerts in The Toby, to a stroll through The Garden with a glass of something cold, guests are invited to interact with art and nature in exciting new ways. Newfields is home to the Indianapolis Museum of Art, among the ten largest and ten oldest general art museums in the nation; the Lilly House, a National Historic Landmark; The Garden, featuring 40 acres of contemporary and historic gardens, a working greenhouse and an orchard; and The Virginia B. Fairbanks Art & Nature Park: 100 Acres, one of the largest art and nature parks in the country. The Newfields campus extends outside of Indianapolis with Miller House and Garden in Columbus, Ind.—one of the nation’s most highly regarded examples of mid-century Modernist architecture. For more information visit discovernewfields.org.

Diversity Newfields recognizes that museum audiences and their interests are changing, and as Newfields transforms our audience experience, we are creating expanded, innovative opportunities to actively engage and entertain our guests. Celebrating the diversity of our donors, guests, volunteers and staff is a key part of this Newfields vision. Diversity is understanding, respecting, and valuing differences, including, but not limited to, race, color, national origin, religion, sex, sexual orientation, gender identity, protected veteran status, disability, or any other legally protected status.

Simply put, we believe our guests and donors are best served by a host team, comprised of both staff and volunteers, that reflects the diversity represented within our communities and that takes full advantage of the unique viewpoints, talents and experiences of each and every person who works here. We strive to attract and retain exceptional employees who feel comfortable in an inclusive culture that supports their ability to thrive and add their voice to the ongoing conversation.

Indianapolis Indianapolis is a city with a MSA of 2,000,000 people. More than 60% of the population is under 44 years of age and the city’s racial demographic breakdown is approximately 79% White, 16% Black, 3% Asian, and 2% other, with 7% of the overall citizenry identifying as Hispanic. In 2016 Forbes named Indianapolis one of the top 10 cities to live in for young professionals citing its high standard and low cost of living, while Vogue told its readers not to call Indianapolis a “Flyover City”, but to go see how vibrant it is for themselves. With a host of new bars and restaurants, nationally recognized symphony, theater, cabaret, sports teams, and the Herron School of Art + Design, Newfield’s hometown is a perfect place to build a career and enjoy life.


Advice, Articles, & Tools

A list of videos, databases, books, links, legislation, and publications for collection specialists and related professionals compiled by the Association of Registrars and Collection Specialists (ARCS)

Guidelines for the use of copyrighted materials and works of art by art museums compiled by the Association of Art Museum Directors.

Is it possible to decolonize the Commons? An interview with Jane Anderson of Local Contexts.

CFPs, Conferences, Symposiums, and such…

2019 Digital Initiatives Symposium
This day-and-a-half conference focuses on the digital elements of library ecosystems and features workshops and user group meetings for a variety of institutional repository platforms.
Where: San Diego, California
When: April 29-30, 2019
Learn More & Register

Archiving 2019
Discuss and learn about the most pressing issues in the cultural heritage landscape.
Where: Lisbon, Portugal
When: May 14-17
Learn More

Call for Papers: Art Documentation
(Semi-annual peer-reviewed journal of the Art Libraries Society of North America)
Deadline: March 1, 2019
Learn More & Submit

Helen Pond McIntyre ‘48 Lecture: Archiving in the Future Perfect Tense
Speaker: Avery Gordon
Where: NYC
When: Monday, February 25, 2019, at 6:30pm
Learn More + Register Here

Webinars, Podcasts, and more

Documentary Heritage & Preservation Network for New York
Topic: Digital Preservation for Small Repositories
This webinar focuses on simple, practical first steps small repositories can take toward digital preservation and points you to a wide array of helpful resources. Watch Here (free)

ACRL Webinar
Topic: Introduction to Augmented Reality for and by Librarians
When: April 4, 2019, starting at 11:00 am CST
Register Here (free)

Library 2.019 mini-conference – SJSU
Topic: Shaping the Future of Libraries with Instructional Design
When: March 13, 2019 from 12:00pm – 3:00 pm PST
Learn More & Register Here (free)

Awards, Fellowships and $$$

VRAF Professional Development Grant
Deadline: Friday, February 22, 2019 – Two Grants Available!
Apply Here – VRA Membership NOT required!

Check back next Thursday for more Happenings! Missed a week? Take a look at previous happenings here.

VRA2019 Spotlight: Tuesday Workshops

Early-bird registration for VRA2019 is here! Check out the #VRA2019 Workshops! Workshops will be held on Tuesday, March 26th and Friday, March 29th.

Clean, Transform and Enhance Your Data – Getting Started with OpenRefine 

Tuesday, March 26th @ 8:00am-12:00pm
Cost: $40
Limited to 25 participants

Organizer: Sheryl Frisch, Visual Resource Specialist, California Polytechnic State University
Sheryl Frisch, Visual Resource Specialist, California Polytechnic State University
Samantha Norling, Digital Collections Manager, Newfields
Greg Reser, Metadata Analyst,  University California, San Diego

Spend less time editing more records while improving the quality of your data using OpenRefine (http://openrefine.org/), an open source program that offers a practical approach to efficiently clean and transform data. Data comes from multiple sources and is messy. Cleaning data takes time, and is challenging when staffing and resources are limited. In this workshop, you will be given an overview of the program, and learn how to analyze and transform your data with text faceting, filtering, clustering, and using GREL (General Refine Expression Language) expressions that will allow you to write code to further manipulate data. You will also be introduced to OpenRefine’s built-in Wikidata reconciliation service, which connects your data to Linked Open Data (LOD) on the Web, making it possible to enrich your data with additional information (Getty vocabularies, LCSH and LCNAF, VIAF, and more).

Participants will need to bring a laptop in order to follow along with the exercises. Instructions on how to download and install OpenRefine, a data set, and additional documentation, will be emailed to you prior to the workshop. Online registration for this workshop will begin in December.

Add it to your sched!

The Only Thing to Fear is Fear Itself: Public Speaking for Introverts and Other Reluctant Presenters

Tuesday, March 26th @ 8:00am-12:00pm
Cost: $40
Limited to 20 participants

Organizer and Instructor:
Betha Whitlow, Curator of Visual Resources, Washington University in Saint Louis

Many of us have a fear of public speaking that prevents us from sharing our great ideas and experience, and even those who speak frequently admit that getting up in front of a room can still induce trembling hands and sweaty palms. While useless tips like imagining your audience in their underwear to banish nerves abound, in truth simple steps can be taken to help you survive and even thrive before a crowd. In a highly supportive and interactive environment, this workshop will explore the causes (and even potential benefits!) of stage fright, and discuss how to mitigate it through: Mindfulness and other stress reduction techniques The fear minimizing power of a well-crafted talk Techniques for public speaking After taking this workshop, you may still not actively court the limelight. But you will have the tools–and ideally newfound confidence–to transition from perpetual audience member to speaker on the stage. Online registration for this workshop will begin in December.

Add it to your sched!

Lesson Planning for Fair Use and Visual Literacy

Tuesday, March 26th @ 9:00am-12:00pm
Cost: $30
Limited to 25 participants

Allan Kohl
, Librarian, Visual Resources and Library Instruction, Minneapolis College of Art and Design
Bridget Madden, Associate Director, Visual Resources Center, University of Chicago

Allan Kohl, Librarian, Visual Resources and Library Instruction, Minneapolis College of Art and Design
Bridget Madden, Associate Director, Visual Resources Center, University of Chicago
Molly Schoen, Visual Resources Curator, Fashion Institute of Technology

The open access e-book Fair Use in the Visual Arts: Lesson Plans for Librarians (ARLIS/NA Occasional Paper No. 17, 2018) builds off of the CAA Code of Best Practices in Fair Use for the Visual Arts to guide art information professionals in designing and delivering active learning experiences that empower students to understand copyright and take advantage of fair use in their art, design, and academic practices. This workshop will introduce art information professionals to frameworks and best practices for user instruction and equip them with tools and strategies to teach fair use in their own institutions. The workshop will give attendees an understanding of fair use and other visual literacy issues and how to integrate them into library instruction. Online registration for this workshop will begin in December.

Add it to your sched!

Learn more about VRA2019!