Digital Lifecycle Program Project Manager

Description

The Digital Lifecycle Program (DLP) Project Manager leads the planning, coordination, and execution of projects that support the creation, preservation, and access of the Library’s digital collections. Working closely with the Head of Library IT, the Head of Digitization Services, and the Project Manager responsible for digital collections vendor relations, this position ensures projects are prioritized, scoped, and delivered on time and within budget. The Project Manager coordinates cross-departmental teams, maintains clear communication with stakeholders, and ensures compliance with accessibility, copyright, privacy, and preservation requirements. The role also tracks and assesses project outcomes, refines workflows for efficiency and sustainability, and contributes to documentation and program development.

Responsibilities

Project Execution & Communication

• Serve as the primary point of contact for DLP project-related communications.
• Ensure stakeholders, including the Head of Library IT, are regularly informed of project status, timelines, and impacts through clear and concise reporting.
• Build collaborative working relationships with staff across departments to support shared ownership of outcomes.
• Review, implement, and improve processes to support digital content creation, ingest, preservation, and access workflows.
• Coordinate with internal and external partners, including vendors, to meet requirements for imaging, metadata, file management, and repository ingest.
• Partner with the Project Manager overseeing the digital collections vendor (TIND) to report issues, document change requests, and monitor their resolution.
• Monitor projects to ensure accessibility compliance of digital files and metadata, in alignment with campus and library guidelines.
• Document decisions, workflows, and changes throughout the project to ensure clear accountability and institutional continuity.
• Organize and track all requests, tickets, and support items related to DLP projects, ensuring they are resolved or escalated appropriately.
• Provide training and guidance to library staff on preparing metadata and workflows needed to publish digital projects.
• Load digital projects, including metadata and digital files, to add records and create collections in digital collections.

Project Planning & Workflow Design

• Develop and manage project plans for DLP digitization, digital preservation, and repository projects from initiation through completion, ensuring deliverables are met on time and within scope.
• Coordinate cross-departmental teams, outlining tasks, goals, and timelines, engaging units such as Preservation, Metadata Services, and Library IT appropriately.
• Work closely with the Head of Digitization Services to align project priorities, maintain a project queue, and ensure digitization resources are scheduled effectively.
• Define project objectives, deliverables, and resource requirements; ensure stakeholders are informed of scope, timelines, and impacts through clear documentation and reporting.
• Track milestones, budgets, dependencies, and risks; proactively identify and resolve issues to keep projects on track.
• Work with the Head of Library IT to define and document end-to-end workflows for digital content across its lifecycle (selection through stewardship), and maintain project documentation to ensure transparency, accountability, and long-term institutional knowledge.
• Identify opportunities for process improvement, automation, and scalability.
• Work with project initiators to complete digital project proposal forms and route them to SCIP for Responsible Access Workflows (RAW) review, ensuring copyright, ethics, and privacy compliance.

Assessment & Continuous Improvement

• Evaluate project outcomes against defined objectives, identifying successes, challenges, and areas for improvement.
• Share assessment findings with the Head of Library IT, DLP Working Group, and other stakeholders to inform decision-making and future planning.
• Track and support requests, bug fixes, and upgrades for DLP-managed systems and workflows, maintaining a holistic view of the project lifecycle.
• Document lessons learned and incorporate them into project planning and workflow refinements to improve efficiency, compliance, and sustainability.
• Provide annual statistics for digital collections creation and usage.

Professional Development & Program Support

• Maintain knowledge of project management methodologies, tools, and best practices, and integrate relevant updates into DLP projects and workflows.
• Actively monitor and evaluate emerging trends and standards in digital preservation, metadata, accessibility, and repository services, applying them where appropriate to strengthen DLP initiatives.