Plant Recorder & Information Specialist
Employment Type
Job (Full-time)Job Categories
Horticulture
Job Description
The Plant Recorder and Information Specialist at Olbrich Botanical Gardens will have two primary roles within the organization, documentation and interpretation. Documentation will focus on collecting, organizing and maintaining records related to the living collections within the outdoor gardens and tropical conservatory. Interpretation will focus on gathering, organizing and sharing knowledge based on the living collections to support and enhance the learning for Olbrich staff, volunteers and guests. This position will work closely with both the horticulture and education teams to oversee all plant records and support interpretation services by maintaining a foundation for institutional plant knowledge, enhancing public value and learning. The Plant Recorder and Information Specialist is responsible for both maintaining plant records and sharing knowledge through creating plant labels, creating ephemeral garden interpretive signage, and overseeing the garden highlights display and maps. This position will also activate engagement with the living collections by facilitating an internal plant collections research support service for Olbrich staff to enhance the themes and interpretive materials for Olbrich’s exhibits and programs like Orchid Escape.
About Us
Olbrich Botanical Gardens is home to 16 acres of outdoor display gardens and a 10,000 square foot tropical conservatory. The outdoor gardens include 10 unique specialty gardens and received the 2005 National Award for Garden Excellence. Indoors, the tropical Bolz Conservatory exhibits an extraordinary collection of exotic plants and orchids complemented by colorful birds and koi. Olbrich is committed to a culture of sustainability and education so that everyone – including future generations – can experience and learn about the fascinating world of plants and gardens. Olbrich Botanical Gardens is operated through a public/private partnership between the City of Madison and the Olbrich Botanical Society, the non-profit organization that raises over $3 million each year to support the daily operation of the Gardens.
Duties & Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITES:
Maintain, Manage, and Communicate Plant Records (50%) – Manage Olbrich’s plant records database (currently BRAHMS) to ensure proper functioning of the system and maintain accurate plant records, including accessioning, label fabrication, and mapping for the outdoor gardens and conservatory. In coordination with the Director of Horticulture, this work will be directed through determining, prioritizing, and carrying out a process that supports plant records maintenance throughout the outdoor gardens and conservatory.
o Database management – In addition to managing all records within the system, oversee upgrades and licensing for plant records database (BRAHMS) as needed and support database improvements which may include software changes.
o Label fabrication and system maintenance – Fabricate and mount plant and informational labels, tags, and signs using COREL Draw, Adobe software and a Glowforge 3D laser printer as needed for the gardens and conservatory; monitor labeling equipment and supplies and report any maintenance needs.
o Research and data processing – Ensure all plant nomenclature, including scientific and common names, are accurate and all plant source and planting information is up to date from current horticulture staff through consistent and systematic reviews.
o Training, management, and supervision – Oversee and direct volunteers in tasks and projects to assist the plant recorder, train new employees and interns on all pertinent aspects of plant records.
Living Collections Engagement and Interpretation (40%) – Foster an understanding for Olbrich’s plant records and work collaboratively with the education and guest experience teams to actively seek out opportunities to strengthen plant records for the purposes of connecting the public with Olbrich’s living collections. In coordination with the Directors of Horticulture, Education, and Guest Experience, this work will be directed through determining, prioritizing, and carrying out individual projects (possibly multi-year projects) that enhance interpretation of Olbrich’s living collections.
o Data organization – In coordination with the Director of Education, review and assist with the development of processes for plant records and their access for educational purposes.
o Interpretation support – Support the guest experience through living collection interpretive materials including developing and maintaining content for annual ephemeral signage in the outdoor gardens and indoor tropical conservatory.
o Garden Highlights Display – Work closely with the Director of Horticulture to develop and eventually manage the garden highlights program in the Visitor Center and throughout the gardens and conservatory including the creation of digital and in-person displays and walking maps (printed and digital) for garden guests to use.
o Interpretive content research – In coordination with the Director of Education, support interpretive exhibits and work toward annual interpretive content goals outlined by Olbrich’s annual interpretive plan.
o Volunteer training, management, and supervision – Oversee and direct volunteers assisting with research questions, ephemeral interpretive signs, or the garden highlights program.
Other Related Duties (10%) –
o Relationship Building and Communication – Contribute to building productive and cohesive relationships across departments and with the public, guests, staff, members, volunteers, and partners. Communicate clearly and effectively to provide an efficient path for the transfer of knowledge.
o Program Planning – As part of both the Horticulture and Education Department teams, participate and support the planning, development, implementation, maintenance, and evaluation of education programs, and collaborative opportunities.
o Long-range Vision and Planning – As part of a team, participate in the development, facilitation, maintenance, and evaluation of the Olbrich Botanical Gardens long-range vision, goals, and activities and how plant records help fulfill the Olbrich Botanical Gardens vision and mission.
Perform Related Work as Assigned
ESSENTIAL FUNCTIONS:
• Working knowledge of botany and horticulture, including plant nomenclature knowledge necessary to maintain accurate plant database and maps.
• Working knowledge of, and interest in, museum and/or botanical garden plant collections and education philosophy and professional practices and standards.
• Interest in connecting people with plants – comfortable engaging audiences and effectively engage audiences of all ages in meaningful learning experiences related to plants.
Education and Experience
REQUIRED QUALIFICATIONS (THIS INCLUDES KNOWLEDGE, SKILLS, AND ABILITIES):
• Computer proficiency, including database management and design software experience (Microsoft Word, Excel, PowerPoint, Outlook, Adobe Professional Creative Software, 3D laser printer), and ability to effectively learn programs for daily communication, plant records management along with label and signage fabrication.
• Strong verbal and interpersonal skills – adept in communication, attentive listening, and presentation skills; ability to build productive and cohesive relationships and collaborations with colleagues, volunteers, members, donors, and partners.
• Excellent writing and editing skills, including interpretive materials.
• Professionalism – ability to interact appropriately and display a confident, energetic, and positive attitude while working with general public, staff, and volunteers; competently represent Olbrich Botanical Gardens; and comfortable working in a mixed office/outdoor environment.
• Commitment to teamwork and exemplary standards and services across all levels of the organization and for our guests and partners
• Successfully manage projects, tasks, and people, including mentoring of staff and volunteers.
• Ability to take a great degree of initiative and make independent decisions on a daily basis, including giving on-the-job training to volunteers and staff as needed to manage projects and maintain accuracy.
• Excellent organizational, administrative, and creative-thinking skills, with a proven ability to balance the vision and mission of an institution and education department with great attention to detail; ability to prioritize work and meet deadlines while juggling multiple tasks and projects; planning months in advance while responding to day-to-day demands.
• Ability and willingness to work outdoors in various weather conditions, including in direct sun, and in the tropical conservatory in hot, humid conditions for up to three hours at a time on a regular basis
• Ability to bend, stoop, kneel, walk on uneven terrain, work with arms stretched out overhead, ability to climb 4’ ladder
• Lift and/or move up to 10 pounds regularly and occasionally lift and/or move up to 30 pounds.
• Ability to use and maintain necessary tools and equipment safely and effectively.
• Ability and willingness to submit personal information for a criminal background check, as well as the ability to successfully pass a criminal background check.
• Ability to commit to the work schedule outlined.
PREFERRED QUALIFICATIONS: The successful candidate will have:
• 2+ years’ experience in computer programming or database management with a background in the life sciences such as botany, ecology, or horticulture.
o Experience should include computer information management applicable to the organization of plant information at a botanical garden for both front of house and back of house use.
• Also, skills in crafting and fabricating including using a Glow Forge 3D laser printer would be highly beneficial.
• Strong candidates will demonstrate an interest in furthering public engagement opportunities related to plants and a working knowledge of botanical nomenclature needed to keep accurate records.
• Candidates should be able to fulfill the Required Qualifications listed above.
• All candidates with interest are encouraged to apply.
Additional Information
EMPLOYEE STATUS: This is a Regular Full-time Benefit-Eligible hourly position 40 hours per week; typically Monday-Friday with some weekends required.
COMPENSATION: $28.00/hour
BENEFITS: OBS offers a competitive benefit package including paid vacation, holidays, floating holidays, and personal time; health, dental and vision insurance; and life and disability insurance. Employees also have access to paid parental leave and are eligible to participate in OBS’s retirement plan with a generous employer match after one year of service.
WORK ENVIRONMENT: The work environment and job specifications listed below are representative of those that must be met by an employee, with or without accommodations, to successfully perform the essential functions of this job. This position is not eligible for remote work.
• Primarily perform work in both outdoors and in an office environment.
• Frequently move around the outdoor gardens and conservatory in all conditions to access plants and labels; work in office environment to use plant database, create labels, and use any other pertinent supplies, space or equipment used to perform the duties of the position.
• Work with frequent interruption at times.
• Work both outdoors and in front of a computer for long periods of time.
• Some work is performed in Olbrich’s lobby area with demanding situations including high guest traffic, no-show volunteers, technology malfunctions, and moderate noise levels.
INCLUSION COMMITMENT: In pursuit of our mission to enrich lives and inspire harmony with the natural world, Olbrich Botanical Gardens is committed to creating an inclusive environment where every visitor, volunteer, and staff member is valued and feels they belong. With mindful intent and a dedication to continuous learning, we will work to remove barriers to inclusion through education, organizational improvements, and collaborative partnerships with our diverse community. Together, we celebrate the importance of plants and foster a sustainable, connected world.
The Organization has reviewed this position description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Organization reserves the right to change this position description and/or assign tasks for the employee to perform, as the Organization may deem appropriate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Application Instructions
TO APPLY: Please email a cover letter, resume and completed Olbrich Botanical Society application to the following:
Kim North
Director of Education
knorth@cityofmadison.com
The Olbrich Botanical Society application can be found on the Career’s page on our website: www.olbrich.org/careers.
Application Deadline:February 17, 2025