Rights and Permissions Manager

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Title

Rights and Permissions Manager

Department

UBC Library | Digital Programs and Services

Compensation Range

$6,747.50 - $9,701.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

June 12, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

Responsible for the efficient operation of UBC Rights and Permissions service and and the management and direct supervision of Rights and Permissions staff. This includes third-party copyright clearance activities, development and maintenance of policies and procedures to guide daily operations, budget forecasting and development, and responsibility for human resources matters for all Rights and Permissions staff.

Organizational Status

Reporting to the Head, Digital Programs and Services, this position works independently under the general direction of the Head, Digital Programs and Services and the strategic direction of the AUL, Digital Programs and Services.

For Rights and Permissions service, works independently in consultation with the Head, Digital Programs and Services; for technical consultations and troubleshooting works independently with Library IT and LT HUB. Works closely with the Head and AUL to ensure consistency of policies and procedures with Canadian copyright law.

Consults and collaborates as necessary with Scholarly Communications & Copyright Services Librarian and other UBC Librarians, UBC Bookstore, the Centre for Teaching, Learning and Technology (CTLT – Vancouver), LT HUB, and Instructional Designers/ISS. Also collaborates with Library Borrower Services, Course Reserves, TDUX, eResources and Access , and Library Finance.

Work Performed

1. Manages the efficient operation of UBC Rights and Permissions Services and staff including hiring, training, development/mentoring, conducting performance evaluations, discipline and termination. Manages workflow and ensures quality and consistency of work.

2. Works closely with the Head to establish short and long term goals for the unit and determine financial and human resources needs, plan and assess staffing (including restructuring as needed) and service delivery, develop and implements goals and objectives.

3. Investigates, develops and implements changes to enable the unit to work efficiently, address shortfalls and meet tight deadlines and new and emerging needs.

4. Ensures that third-party copyright clearance is completed for UBC Vancouver and Okanagan. Completes agreements with publishers for material usages, negotiates terms and fees, provides consultation and responds to queries related to Rights and Permissions policies and practices to UBC Faculty, students and staff.

5. Establishes processes and procedures for the efficient functioning of the Rights and Permissions Service, works with other divisions to improve processes; contributes to process improvements for the Rights and Permissions database and associated informational websites (e.g., library course reserve page); constructs digital forms that directly integrate with relevant databases.

6. Writes, develops and implements relevant policies and procedures in consultation with the Head and AUL, and oversees maintenance of procedures and the office manual. Advises staff on changes to procedures and delivers training.

7. Initiates and participates in relevant software-related processes (ie procurement, requirements development, customization) with Library IT,TDUX and vendors as necessary; tests software enhancement and upgrades and integration with LMS.

8. Manages Rights and Permissions Service operations including: clearance of third-party copyright for UBC courses; clearance of third-party copyright under relevant copyright collectives, preparation of various reports; tracking the clearance status of documents and extension requests for copyright permissions; identifies copyright and renewal requirements as per policy and practices; maintenance of the databases records. Responsible for keeping annual copyright expenditures within budget. Manages the operating budget, prepares variety of financial reports for AUL, submits financial forecast for licences each fiscal year. Establishes and maintains positive relationships with rightsholders (publishers, authors,, literary estates) and licensing consortia regarding day-to-day administrative operational functions (i.e., copyright compliance); Works closely with Library Finances and Accounts Payable to ensure proper setup of vendors’ accounts in UBC system and timely payment of rightsholders and vendors.

9. Liaises across UBC in support of routine inquiries regarding rights and permissions for use of works.

10. Documents best practices, policies and procedures, and trains staff in accordance with current relevant copyright laws. Shares policies and procedures with Library reserves staff on both Vancouver and Okanagan campuses.

11. Creates reports based on predefined metrics for the Head & AUL.

12. Maintains currency in Canadian copyright law, especially in the area of digital rights, as well as developments in other area of law and relevant publishing issues

13. Informs the Head, Digital Programs & Services and/or other relevant stakeholders when an issue has been identified.

14. Performs other related duties.

Consequence of Error/Judgement

The Rights and Permissions Service is a complex University operation with major legal and policy aspects. The Rights and Permissions Manager provides information and training to actual and potential users on a regular basis, and needs to exercise tact, judgement, and diplomacy when dealing with questions and policy issues. Good judgement is required in knowing when to refer an issue to the Head, Digital Programs and Services. Errors could affect users’ perception with potentially negative impacts for the Services and could have negative impacts for the University regarding copyright infringement. Errors in reviewing publisher’s copyright policies could potentially have legal and financial implications for the University.

Supervision Received

Works independently under general supervision. Reports to the Head, Digital Programs & Services.

Supervision Given

Direct supervision of Senior R&P Assistants, R&P Assistants, temporary staff and students.

Minimum Qualifications

• Undergraduate degree in a relevant discipline.
• Minimum of three years of related experience, or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience with management, preferably in a unionized environment within a large, complex organization.
• Experience related to Rights and Permissions, or Copyright in general, an asset.
• Experience in UBC LMS ecosystem, course development or publishing an asset.
• Knowledge of copyright laws and practices, both in the US and Canada, in relation to non-profit and /or education organizations. Familiarity with Data Sovereignty, including Indigenous Data Sovereignty.
• Effective oral and written communication, organizational & analytical skills.
• Ability to effectively communicate both verbally and in writing at an advanced level.
• Advanced research and critical thinking skills.
• Ability to create smooth and easily understood workflows, complex spread sheets, analyse difficult data, and finds solutions to effectively resolve challenges. Knowledge of management tracking system is an asset. Knowledge of database structure and design is an asset.
• Ability to conduct needs analyses, plan, organize, manage, monitor, complete and evaluate projects within allocated time and resources.
• Ability to develop and maintain cooperative and productive working relationships with staff and external clients (e.g. publishers, authors, literary agents, licensing specialists, librarians, etc.).
• Ability to exercise sound judgement, tact and diplomacy in complex situations.
• Ability to maintain accuracy and attention to details.
• Demonstrated leadership, management and supervisory experience, preferably in a unionized environment.
• Ability to effectively recruit, train, supervise, mentor, and motivate staff and students.
• Excellent computer skills, including Microsoft 365 (Word, Excel, Power Point, Outlook, Teams), Adobe Acrobat Pro, Abbyy Fine Reader
• Ability to prioritize and work effectively under pressure to meet tight deadlines and resolve problems.
• Ability to work both independently and in a team environment.