Digital Media Assets Coordinator

PROJECT POLICY ANL 2 (007397)

UCPath Position ID: TBD_272

Position Description History/Status

Approved Date:

4/22/2024 5:15:55 PM

Date Last Edited:

4/22/2024 5:15:52 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8300O

Organization:

UNIVERSITY LIBRARY                     

Division Code:

8310D

Division:

UNIV LIBRARY DIV                       

Department:

046100 - FILM & TV ARCHIVE

Position Details

UCPath Position Number:

TBD_272

Position Description ID

172226

UC Payroll Title:

PROJECT POLICY ANL 2 (007397)

Business Title:

Digital Media Assets Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41042215

Reports to Payroll Title:

Project Policy Anl 3

UCPath Department Head Position Number:

40061941

Department Head Payroll Title:

Admin Mgr 2

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

004920

STDT 3

0.49

POSITION SUMMARY

Reporting to the Metadata Project Manager in the Cataloging and Metadata department, the Digital Media Asset Coordinator (DMAC) develops and directs strategies for the management of digital assets during and post-implementation of a media asset management system (MAMS) at the Film and Television Archive, as part of a multi-year project addressing its legacy systems and workflows. The DMAC will be responsible for the migration of media assets from servers, external drives, and LTO tapes, including ingesting, troubleshooting, and creating and transforming metadata. The DMAC collaborates with team members across the Archive to review content files and associated metadata for quality, completeness, and organization of assets in preparation for ingest into the MAMS. The position develops a systematic approach to the management of digital assets, including all phases of lifecycle management, and consults with staff to provide access to media assets for use in the Archive's licensing, programming, marketing, research, and education initiatives. The DMAC facilitates efficient processes related to migrating digital assets and metadata from legacy systems and ingesting new digital materials. The DMAC executes and monitors ingest scripts to ensure file integrity, and documents procedures relating to the description, preservation, and security of digital assets. The DMAC is responsible for developing efficient accessibility and content delivery of licensed and unlicensed assets. The DMAC develops and innovates methods for search optimization and automation to routinize and improve access for all users. The DMAC will effectively collaborate with stakeholders to implement policies, recommend best practices and standards for digital metadata, and define responsibilities within the MAMS.

In collaboration with Archive team leaders, the DMAC adheres to digitization workflows and policies, advises on folder structures and naming conventions; implements and refines digital accession workflows; tests new processes and documents procedures and/or guidelines; and aggregates information from various sources (Google Sheets, Excel, and other databases) to create and enhance metadata for digital assets. The DMAC contributes to the development of procedures, workflows, and tools, and participates in Archive-wide working groups to implement process and system enhancements. The DMAC also develops and maintains knowledge of digital metadata standards and best practices; provides training and support to team members and student employees; and assists with gathering statistics and compiling organizational reports. May assist with special projects and other daily activities as needed.

UCLA Film & Television Archive, a department of the UCLA Library, collects moving images as works of art and as social and historical documents, restores and preserves moving images for current and future generations, curates collections, programs, and events using moving images to advance knowledge, and provides access to moving images for purposes of research, education, and enjoyment. The Archive's collections consist of over 500,000 holdings dating from the dawn of cinema to the present and cover a broad spectrum of content from major Hollywood studios films and network television shows to independent productions and news footage.

The Cataloging and Metadata Department is responsible for the metadata creation and maintenance of the Archive's holdings. Cataloging is performed in MARC21 Bibliographic Format and according to best practices, national and international standards, as well as local procedures. The department oversees the bibliographic organization of all materials at the Archive and consults with other departments concerning the proper metadata, including the use of information and ethical issues in support of the Library's Anti-Racism Initiative. 

Digital Asset Management

1. Creates, maintains, and provides access to media assets primarily for use in the organization's licensing, programming, marketing, research, and education initiatives.

2. Configures and refines scripts to load data. Executes and monitors ingest scripts, confirming successful execution and file integrity.

3. Maintains knowledge of copyright, donor restrictions, and permissions issues related to processing and access of digital materials.

4. Recommends policies and procedures relating to the storage, description, preservation and security of digital assets and documents procedures in Confluence

5. Acts as liaison to curatorial staff to manage the selection, description, and preservation of digital assets. 

6. Contributes to the implementation of a digital metadata strategy and makes recommendations for best practices and standards for digital assets within a MAM system.

7. Works with the Digital Lab and DIIT to implement and use appropriate tools or utilities to generate, remediate, enhance, or transform digital metadata.

8. Complies accurate statistics for individual work when necessary.

50%

Workflow Design and Implementation

1. Collaborates with Archive staff in establishing and adhering to digitization workflows and policies.

2. Creates or oversees technical and administrative metadata for digital collections.

3. Advises on folder structures, file formatting, and naming conventions.

4. Aggregates information and metadata from various sources (Google Sheets, Excel, and other databases) and edits and enhances metadata for digital assets.

5. Engages in continuous improvement by assessing the effectiveness and efficiency of procedures, workflows, and tools. Participates in working groups, and recommends and implements process improvements.

6. Implements and refines accession workflow using Atlassian Jira (enterprise ticketing and workflow tool).

7. Runs a process to generate checksums to ensure file integrity before ingesting and/or migration.

8. Tests new processes, procedures, and documents policies, procedures, and/or guidelines.

9. Determines priorities for projects in consultation with supervisor and project stakeholders; creates and updates documentation; monitors progress and solves problems, troubleshoots, and develops workarounds as necessary.

30%

Administrative Support

1. Develops and maintains knowledge of existing and emerging digital standards and best practices and provides initial documentation, training, and support to team and student employees.

2. Maintains documentation and staff training materials in Confluence for proper media asset management usage and workflows within the MAMS.

3. Attends professional meetings and/or workshops to develop and maintain skills in media asset management.

4. Prepares narrative and monthly statistical reports on metadata activities and accomplishments for departmental and organizational reports.

5. Performs other administrative tasks as assigned.

20%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor's degree in related area and/ or equivalent experience/ training

Required

Master's Degree

Master's degree in Library or Information Science or related field, or relevant experience.

Preferred

Experience working in an archive, library, or post-production/media management environment.

Required

Experience describing materials in a Media Asset Management System (MAMS), Digital Asset Management System (DAMS), or other content management system and skilled at understanding how metadata impacts

Required

Demonstrated knowledge and experience working with all types of audiovisual file formats (.wav, .dpx, .avi, .mov, .tiff, etc.) and experience preparing mezzanine and access files for ingesting, verify

Required

Demonstrated experience in carrying out tasks with attention to detail and ability to check own work for accuracy, aptitude for balancing priorities, and meeting deadlines.

Required

Demonstrated experience developing cross-functional partnerships, building consensus, and working effectively in a fast-paced production-oriented environment.

Required

Demonstrated experience thinking and acting at multiple levels, from the strategic and broadly conceptual to the detailed and tactically specific.

Required

Demonstrated experience exchanging ideas & info with others to formulate appropriate policies and procedures.

Required

Experience initiating and maintaining cooperative working relationships with staff, students, and external partners

Required

Knowledge of transcoding/encoding, frame rate conversions, color grading and file delivery systems.

Required

Skill with using tools and utilities that clean, transform, and transfer metadata from one format into another.

Required

Working knowledge of a range of metadata schemas and standards used to manage and describe digital assets, e.g. PBCore, Dublin Core, MODS, MARC, XML.

Required

Ability to identify, troubleshoot, scope, and diagnose issues in order to resolve or escalate to DIIT, the Digital Lab, or other appropriate cross-functional teams.

Required

Outstanding organizational and analytical skills to manage complex projects and perform in an efficient and courteous manner. Demonstrates sound judgment and works independently to prioritize assignments and complete work successfully.

Required

Ability to communicate orally and in written form with users, peers and management about technology and project methodologies.

Required

Skill in recognizing, defining, and analyzing problems, situations, or procedures to define objectives and implement action plans and recommendations.

Required

Excellent written communication skills, specifically writing skills to compose a variety of documents that are logical, concise, and grammatically correct, including analytical reports that explicate policies, procedures, and timelines

Required

Ability to work harmoniously and as a team player, to thrive in a diverse team-based environment, and skill in fostering teamwork among others.

Required

Ability to analyze, refine, and test scripts in a language such as Python to leverage automation.

Required

Excellent workflow management and organizational skills, including the ability to use a task tracking system to organize, prioritize, and manage tasks.

Preferred

Working knowledge of Ex Libris Alma and UC Library Search systems and skill in using advanced search functions.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

STOA

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

Communication skills

X

Numerical skills

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.