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Digital Asset Management Systems Administrator


The digital asset management system administrator’s primary responsibility is to facilitate the receipt and ongoing management of digital assets for WGU’s Program Development department. This individual will work with internal development teams, vendor communities and third-party providers to ensure that digital assets, including data scraped from those sources, are provided to support all aspects of Program Development. This individual will also be responsible for managing Program Development’s digital asset management (DAM) tool, including training of users, report generation and analysis, tagging of assets, and database refreshing to purge outdated or discontinued assets. This individual will work closely with other stakeholders to ensure the appropriate metadata is defined, included at ingestion, and shared where necessary. The digital asset management system administrator is responsible for bringing order to creative content chaos, using both enterprise-level tools and solid library management practices, designed against efficient workflows. The role is a marriage of skills sourced from technology, workflow efficiency, media production, and archival/librarian work. Successful candidates will develop and maintain best processes and practices for all levels of asset engagement across the Program Development department.  

Essential Functions and Responsibilities

  • Responsible for leading overall strategy, implementation and workflow of the DAM system for WGU’s Program Development organization
  • Act as primary liaison between WGU’s Program Development organization and learning resource specialists and instructional designers with regard to asset names, content typologies, taxonomies and archiving
  • Responsible for assigning appropriate metadata for assets to ensure accurate usage rights, citations, and attributions are associated with assets
  • Manage the DAM system and facilitate the uploading of assets as well as maintaining and upgrading the system
  • Register internal and external users to the DAM system based on roles and permissions
  • Maintain metadata standards used within the organization
  • Review and test any configurations and/or customizations for the DAM system
  • Facilitate retrieval of previously cataloged content
  • Process images, media and other content using appropriate software
  • Archive assets as necessary
  • Generate asset download reports
  • Maintain accurate procedures and records for the system in alignment with accessibility, instructional design, and technology standards of practice
  • Listen, learn and adapt to changes in the business needs of the organization
  • Promote, train and support all DAM system users daily
  • Create workflow for the use of DAM system assets
  • Create and maintain up-to-date DAM system documentation
  • Set standards and targets for usage, efficiency, and value added by the DAM system, always with an eye to improving the ROI of DAM system usage
  • Maintain consistency
  • Keep informed of latest digital asset management technology trends and innovations

Knowledge, Skill and Abilities

  • Knowledge of DAM systems, metadata taxonomy, databases, copyright and rights management issues, strategy principles and concepts for assets and digital content
  • Demonstrated experience as an administrator of enterprise-level software with a large user base
  • Demonstrated experience acting as a bridge between creative and technical roles
  • Knowledge of creative file types such as Adobe InDesign, Photoshop, Illustrator
  • Ability to be an agent of change in a rapidly changing environment
  • Proven ability to analyze data to identify trends and drive innovative process improvement
  • Process driven with the ability to recognize issues and opportunities to improve processes and drive efficiencies
  • Experience in technical user training and support
  • Detail-oriented with the ability to multi-task and meet deadlines with minimal supervision
  • Strong interpersonal skills and the ability to effectively communicate, both written and verbally, with other departments and stakeholders
  • Superior organization, project management skills and attention to detail


  • Influences Others and Communicates Effectively: Communicates to improve and promote teamwork, decision making, and problem solving. Listens and responds effectively to the reactions and positions of others and encourages the expression of diverse ideas and opinions. Adjusts message and style to fit the audience. Provides timely and helpful feedback. Communicates appropriately to win support with all audiences.
  • Collaborates: Works cooperatively with others across the organization to achieve shared objectives. Represents own interests while being fair to others and their areas. Partners with others to get work done. Credits others for their contributions and accomplishments. Gains buy-in, trust and support of others.
  • Manages Ambiguity: Deals comfortably with the uncertainty of change. Effectively handles risk. Can decide to act without the total picture. Is calm and productive, even when things are up in the air. Deals constructively with problems that do not have clear solutions or outcomes.
  • Being Resilient: Is confident under pressure. Handles and manages crises effectively. Maintains a positive attitude despite adversity. Bounces back from obstacles and setbacks. Grows from hardships and negative experiences.
  • Drives for Results: Has a strong outcomes-based orientation. Persists in accomplishing objectives despite obstacles and setbacks. Has a track record of successfully succeeding goals. Pushes self and helps others achieve results. Has a continuous improvement mindset.
  • Builds Effective Teams: Forms teams with appropriate and diverse mixes of styles, perspectives, and experience. Establishes common objectives and a shared mindset. Creates a feeling of belonging and strong team morale. Shares wins and rewards team efforts. Fosters open dialogue and collaboration among the team. Creates a team that works well cross-functionally.
  • Organizational Learning: Learns quickly when facing new situations. Experiments to find new solutions. Takes on challenges of unfamiliar tasks. Extracts lessons learned from failures and mistakes. Expands knowledge base through ongoing curiosity.


Minimum Qualifications:

  • Knowledge of DAM systems, including structure, functionality, taxonomy, and metadata
  • Bachelor’s degree in Library Science, Archive Management, Information Systems, or related field
  • Three to five years of digital asset management or related business experience
  • Working knowledge of the Adobe Creative Cloud, Microsoft Office applications, Internet browser applications, and graphic file formats
  • Experience with project workflow, basic design/production knowledge of various file types
  • Rights management experience
  • Proven analytical skills with the ability to collect, analyze, deduce and present information
  • Demonstrated ability to work collaboratively with cross-functional teams and influence decision makers

Preferred Qualifications:

  • Demonstrated understanding of the higher education environment
  • Demonstrated experience with process development and implementation
  • Demonstrated success with change management, particularly stabilizing and structuring diffuse and ambiguous situations
  • Those with experience in higher education or educational publishing are encouraged to apply

As an equal opportunity employer, WGU recognizes that our strength lies in our people. We are committed to diversity.

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