Digital Asset Operations Manager

Job Summary

The Digital Asset Operations Manager is responsible for keeping HistoryIT’s digital assets organized, accurate, and moving efficiently through the production process. This role manages the workflow from the time files are received from Imaging or another source through quality control, cropping, derivative creation, and handoff to metadata production.

A key focus of the role is to strengthen and standardize digital asset workflows across active client projects. The Digital Asset Operations Manager will make sure teams have a clear understanding of where assets are, what stage of production they are in, which versions are current, and what needs to happen next. The role will also coordinate the people, production resources, and technology needed to keep assets moving accurately and efficiently.

As HistoryIT continues to expand its use of AI and automation for image quality control, cropping, and derivative creation, the role will increasingly involve overseeing automated workflows and monitoring results. The Digital Asset Operations Manager will identify and manage exceptions, maintain quality standards, and step in when human review or intervention is needed.

Duties/Responsibilities

Digital Asset Operations Management and Production

• Own the organization, tracking, integrity, and production status of client digital assets throughout the Services workflow.
• Maintain clear and reliable records of where digital assets are stored and their current production status.
• Ensure appropriate management of master files, working files, derivatives, and other versions throughout production.
• Ensure digital assets are named, organized, stored, and maintained according to HistoryIT standards and project requirements.
• Review digital asset collections and production inventories to identify required processing, outstanding work, and appropriate next steps.
• Ensure files move through established workflows in the correct sequence and are appropriately prepared before release to metadata production or other downstream processes.
• Coordinate digital asset transfers, cloud storage, and movement of files among production systems and team members.
• Maintain consistent version-control and file-management practices across projects.

Quality Control, Cropping, and Derivative Production

• Own the post-imaging production workflow for digital assets, including image quality control, cropping, file correction, and derivative generation.
• Determine processing requirements for digital assets received from Imaging, clients, contractors, or other sources.
• Establish and maintain quality-control standards and production requirements in coordination with the Digital Imaging Manager and project teams.
• Identify files requiring reimaging, manual correction, cropping, or other intervention and coordinate resolution.
• Manage production queues for cropping, quality control, derivative generation, and other digital asset processing.
• Ensure completed work meets HistoryIT quality standards before files move downstream.
• Coordinate closely with the Digital Imaging Manager when assets require reimaging or imaging-related review.

Production Workflow and Backlog Management

• Maintain an accurate view of digital asset production needs and outstanding work across active client projects.
• Prioritize digital asset work according to client delivery priorities, project schedules, and production dependencies.
• Create and manage production batches for internal staff, contractors, vendors, and automated processing systems.
• Monitor throughput, outstanding volume, rework, and production progress.
• Identify production bottlenecks and recommend changes to processes, staffing, or technology.
• Maintain clear visibility into work that is complete, in progress, awaiting review, blocked, or ready for the next production stage.
• Provide regular production-status reporting to the VP of Services, Digital Imaging Manager, and relevant project teams.
• Coordinate closely with Project Directors/Managers so that production priorities align with client commitments and delivery schedules.

Contractor and Temporary Production Management

• Coordinate and oversee contractors, temporary staff, and vendors performing high-volume digital asset tasks such as cropping, file preparation, organization, and quality review.
• Prepare contractor assignments and provide clear production instructions and quality expectations.
• Track assigned work and ensure completed files are reviewed and incorporated into the appropriate production workflow.
• Monitor contractor productivity and quality and identify when additional temporary capacity is required.
• Help develop scalable processes that allow temporary production capacity to expand and contract based on client workload.

AI and Automation Workflow Management

• Partner closely with the AI Operations Analyst and technology team to implement AI-enabled digital asset workflows.
• Help define operational requirements and quality standards for automated image quality control, cropping, derivative creation, and related processes.
• Participate in testing and evaluation of AI and automation workflows using production assets.
• Monitor automated processing and identify recurring errors, exceptions, and opportunities for workflow improvement.
• Manage human-review and exception queues generated by automated systems.
• Ensure that automation improves production efficiency while maintaining HistoryIT's quality standards.
• Adapt production procedures as automated workflows mature and the amount of routine human intervention decreases.
• Help transition digital asset production toward scalable human-plus-AI workflows.

Process Development and Continuous Improvement

• Develop, document, and maintain standard operating procedures for digital asset production.
• Establish consistent naming, storage, version-control, processing-status, and handoff practices across Services and Digital Imaging.
• Identify opportunities to eliminate unnecessary manual work and improve production efficiency.
• Work with Services leadership, Digital Imaging, AI Operations, and Technology to improve the end-to-end production workflow.
• Support development of production metrics, including outstanding volume, throughput, quality, exception rates, rework, and turnaround time.
• Perform other related duties as assigned.

Required Skills/Abilities

• Exceptional organizational skills and attention to detail, particularly when managing large volumes of digital files.
• Strong ability to develop and maintain reliable systems and processes across complex, high-volume digital production environments.
• Strong analytical and problem-solving skills.
• Demonstrated ability to manage high-volume production workflows and multiple priorities simultaneously.
• Excellent understanding of file organization, naming conventions, version control, and digital asset lifecycle management.
• Strong technical aptitude and comfort learning new software, cloud platforms, automated workflows, and AI-enabled tools.
• Ability to work with spreadsheets, databases, file-management systems, and production tracking systems.
• Strong quality-control orientation and ability to identify inconsistencies and production risks.
• Ability to establish processes, document them clearly, and ensure they are followed consistently.
• Ability to manage contractors, vendors, and temporary production resources.
• Excellent time management skills with a demonstrated ability to meet deadlines.
• Excellent verbal and written communication skills.
• Ability to communicate clearly across technical, project-management, imaging, and production teams.
• Ability to prioritize tasks and make sound operational decisions in a high-volume environment.
• Ability to function well in a fast-paced and at times stressful environment.
• Comfortable working in an evolving environment in which workflows and responsibilities will change as new technology is implemented.

Education and Experience

• Bachelor's degree in information management, digital asset management, information systems, library/information science, digital production, or a related field preferred; equivalent relevant professional experience will also be considered.
• Three or more years of experience working with digital asset management, digital production, content operations, data operations, media production, or another high-volume digital workflow.
• Experience managing large volumes of digital files and complex digital production workflows required.
• Experience with cloud-based file storage and transfer systems preferred.
• Experience managing production workflows, vendors, contractors, or high-volume processing preferred.
• Experience with digital imaging workflows, image quality control, derivative creation, or related digital production processes strongly preferred.
• Experience working with workflow automation, AI-assisted production tools, or other emerging technologies preferred.
• Experience with project-management or production-management systems such as Teamwork, Asana, ClickUp, Monday.com, or similar platforms preferred.
• Experience with historical collections, archives, museums, libraries, or cultural heritage materials is helpful but not required.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Strong visual ability to review digital images and computer displays for extended periods of time.
• Occasional lifting of equipment or archival-material containers up to 50 pounds.

Salary Range $49,800 - $65,000 

Please send resume and cover letter to hr@historyit.com

HistoryIT provides equal opportunity to all employees on the basis of individual qualification without regard to race, sex, religion, color, age, national origin, physical and mental disability, genetic information and history, sexual orientation, or other category protected by state or federal law. HistoryIT does not discriminate in the recruitment, hiring, compensation, promotion, transfer, benefits or any other condition of employment.