Plant Records Specialist

The Oak Spring Garden Foundation (OSGF) is a 501(c)(3) private operating foundation based in Upperville, Virginia with a mission to perpetuate and share Rachel Lambert Mellon’s home, garden, estate and Library to serve the public interest. The Foundation is dedicated to inspiring and facilitating scholarship and public dialogue on the history and future of plants, including the culture of gardens and landscapes and the importance of plants for human well-being. For additional information, please visit www.osgf.org.

OSGF is accepting applications for one (1) full-time Plant Records Specialist (PRS) to work in the formal and production gardens and greenhouses. The selected candidate will be hired on a two-year employment contract.  If available, on-site housing accommodations may be included for non-local candidates for the duration of the contract.  This position is full-time with benefits.

Schedule: Full-time, permanent position beginning January 5, 2026 – Monday through Friday (40 hours per week), with some weekend and evening hours.

Location: Upperville, VA; The Oak Spring estate is located in rural northern Virginia, 15 minutes from the nearest town.

Compensation: Starting salary is commensurate with experience. Paid holidays, vacation and sick days are provided, as well as optional health/vision/dental insurance and a 403(b) package.

To Apply: We will begin reviewing applications immediately and will continue until this position is filled. To apply, please email a resume and cover letter to hr@osgf.org with the subject line “Plant Records Specialist”. Please note, applications submitted with cover letters will be given preference.

POSITION DESCRIPTION

PRS will support the care, documentation, and spatial management of plant collections within the Garden Team’s purview. This role bridges horticultural expertise with digital mapping and data management, ensuring that living collections are well-maintained, accurately recorded, and accessible for research, interpretation, and planning purposes. This person will work closely with the Head Gardener and the GIS Data Systems Manager. The PRS will work 20% of weekly hours on plant records activities, and 80% of weekly hours on other garden activities at the Head Gardener’s discretion.

The PRS, working closely with the Head Gardener, will ensure horticultural standards are met and all operational procedures are followed.  The PRS will foster a collaborative, safe, and productive working environment for the Garden Team, horticulture apprentices and volunteers.  This individual, in collaboration with the Programs Team and the Head Gardener, will assist in the smooth delivery of ongoing horticultural programs (workshops, lectures, short courses and other Garden Team events) in alignment with the mission and values of OSGF.  The PRS will foster excellent working relationships with staff working in other departments within the OSGF Teams.

RESPONSIBILITIES

Plant Records Management

• Maintain and update plant records, including accessions, removals, relocations, and labeling.
• Map plant locations using ArcGIS.
• Generate and distribute plant labels and interpretive materials.
• Support inventory and plant verification through regular field checks.
• Produce reports, planting lists, and maps for design, maintenance, and public information use.
• Assist in developing taxonomy standards and data consistency protocols.
• Working closely with the Head Gardener, analyze the garden’s existing recordkeeping systems and workflows, and determine the requirements for plant accession tracking, mapping, labeling, and reporting for future migration into IrisBG, BG-BASE, or similar programs.

General Garden Duties

• Work closely with the Head Gardener and other members of the Garden Team to ensure that the formal garden and landscape is maintained to a high standard and style that respects the principles established by Mrs. Mellon.
• Proper care, treatment and ongoing maintenance of the formal garden, display greenhouse, production greenhouse, and adjacent spaces including watering, planting, weeding, pruning, deadheading, mulching and propagation of cultivated species.
• Assisting with planting, removal and dividing of both annual and perennials, and also the cultivation of vegetables planted in the formal garden.
• Preparing, planting and evaluating plantings within beds for overall health, including identifying and addressing problems with diseases and invasive pests.
• Working with Garden and Arboriculture, Conservation and Landscape Teams on on-site composting and recycling of garden organic waste.
• Assisting with the ordering of supplies and materials for the garden.
• Liaising with the Biocultural Conservation Farm Team to ensure that vegetables produced in the formal garden do not go to waste.
• Assisting with propagation of plants and seed collection, and contributing to the development of protocols for these processes.
• Other duties and special projects as assigned by the Head Gardener.

PREFERRED QUALIFICATIONS

• Certificate, diploma, or degree in horticulture. Recognized professional horticultural qualifications preferred.
• Candidates are required to hold a current Ornamental Horticulture Pesticide License, or be eligible to obtain one within a specified time frame.
• Experience with plant record systems (such as IrisBG, BG-BASE, or similar).
• Familiarity with GIS mapping and plant labeling systems.
• Proficiency in Microsoft Excel, database management, and digital mapping tools.
• Ability to lift at least 30 pounds.
• Capacity to operate and maintain normal garden machinery.
• Strong plant identification and botanical nomenclature knowledge.
• Strong working knowledge of horticulture and landscape practices including tree pruning, formal garden maintenance, cut-flower garden management, vegetable garden management and greenhouse management.
• Deep understanding of plant identification, including perennials, annuals, shrubs, and trees.
• Knowledge of plant health care, soil science, and fertilization practices.
• Strong working knowledge of current trends and practices in environmentally sustainable horticulture.
• Experience in greenhouse or nursery propagation (seed starting, cuttings).
• Ability to do repetitive tasks for long periods of time (i.e. weeding, mulching).
• Ability to work independently and also as a part of a team.
• Strong communication skills for working collaboratively with colleagues, volunteers, and the public.
• Excellent attention to detail, data accuracy, and documentation skills.
• Excellent organizational, problem-solving, and time-management skills.
• Ability to exhibit safe and responsible conduct in outdoor environments.
• Must have a Driver’s License and a reliable method of transportation to and from work.

WORKING CONDITIONS

The PRS must be comfortable working both indoors and outdoors, in extreme temperatures of Virginia’s ecological environment, and more. Days can sometimes feel long, even though we keep to an 8-hour day, and the work can be strenuous. For the right individual this work is incredibly rewarding and fulfilling!