Image Permissions Specialist – Digital Libraries & Permissions

Description

The Image Permissions Specialist role is an entry-level position that involves building relationships with external companies and content owners to secure image usage rights for NCCER’s craft curricula. The role is also responsible for tracking and maintaining permissions-related documentation and supporting internal teams by ensuring licensed images and artwork are approved and ready for use across NCCER materials. 

NCCER is looking for a meticulous, skilled, reliable image permissions specialist with a passion for asset management to ensure the art program for our training materials is publication ready. As an NCCER Image Permissions Specialist, your skills will help us deliver materials used around the world to train construction craft professionals at high schools, vocational schools, colleges, and construction training centers and facilitate their success.

Key Responsibilities

1. Image Permissions & Licensing 

• Request and secure permission to license images and artwork from external companies, organizations, and individuals. 
• Research and identify appropriate contacts using company websites, contact forms, LinkedIn, and other available tools. 
• Purchase and manage stock photo licenses. 
• Maintain positive, professional relationships with image owners to support ongoing and future permissions needs. 

2. Permissions Tracking & Documentation 

• Review, validate, and maintain permissions documentation to ensure accuracy and compliance with NCCER publishing standards. 
• Track image usage rights, license terms, expiration dates, and required credit lines. 
• Maintain organized and up-to-date records within the permissions repository. 

3. Art Logs & Asset Traceability 

• Create, maintain, and update art logs to accurately track image sources, permissions status, and usage context. 
• Clean and standardize legacy art logs by resolving outdated templates or duplicate fields. 
• Build new art logs when none exist by referencing training guides and existing permissions documentation. 
• Prepare art logs for keywording and asset organization.

4. Digital Asset Management (DAM) Support 

• Upload and organize visual assets within the DAM system, ensuring assets align with associated permissions information. 
• Prepare archived crafts and legacy materials for integration into current workflows, including organizing assets for reuse and long-term access. 
• Contribute to digital library consistency by applying established metadata, naming conventions, and structural standards. 
• Assist with DAM system administration tasks, within assigned access levels, including managing user access, supporting permissions settings, and helping ensure the system’s functionality aligns with organizational standards. 
• Ensure visual assets are clearly documented and ready for production use.

5. Cross-Functional Coordination 

• Coordinate permissions efforts across multiple internal teams, including Product Development, CraftPro, Testing, and Marketing. 
• Communicate permissions status, risks, and blockers clearly and consistently to stakeholders. 
• Manage and prioritize permissions work to meet production schedules and production deadlines. 
• Support collaborative problem-solving when permissions challenges arise.

6. Additional Responsibilities 

• Assist with permissions risk identification and resolution. 
• Support process improvements related to permissions tracking, documentation, and asset workflows. 
• Perform other related duties as assigned 

Requirements

• High school diploma or equivalent required; associate degree or higher preferred. 
• Ability to work independently and manage multiple projects simultaneously. 
• Strong organizational skills with high attention to detail. 
• Clear, professional written and verbal communication skills. 
• Excellent time management and organizational skills. 
• Ability to meet deadlines and adapt to shifting priorities. 
• Dependable attendance and performance. 

Preferred Experience 

• Digital Asset Management (DAM) systems, Aprimo experience a plus. 
• Customer Relationship Management (CRM) tools. 
• Adobe Creative Cloud applications, particularly Illustrator and Photoshop. 
• Adobe Acrobat or other PDF editing tools. 
• Familiarity with construction, maintenance, or technical education content. 

Software Skills 

• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint). 
• Proficiency with common workplace applications (Chrome, Zoom, Teams, etc.). 
• Experience with Adobe Acrobat or other PDF editing tools. 
• Experience with Smartsheet. 
• Experience managing spreadsheets, logs, and documentation-heavy workflows.

NCCER is an equal opportunity employer. No one shall be denied employment or opportunity based on race or color, sex, age, national origin, religion, physical or mental disability, veteran’s status, marital status, gender identity or sexual orientation. NCCER also provides reasonable accommodations to individuals with disabilities and bona fide religious beliefs, provided that such accommodation does not constitute an undue hardship on the Company.