Registry Associate

Job Description

Job Description

About Us 

For 135 years, the American Saddlebred Horse and Breeders Association has been the keeper of one of America's original horse breeds. We are the registry of record for more than 291,000 American Saddlebreds, and our archives hold over eight decades of pedigree history. If a Saddlebred exists, we can tell you where it came from. 

We are a 501(c)(3) nonprofit based at the Kentucky Horse Park, with a team of fifteen serving roughly 5,000 members, 29 Charter Clubs, and 12 Youth Clubs across the country and beyond. Our work runs from recording pedigrees and transfers to funding youth scholarships, welfare grants, and free introductory riding programs that bring new people to the breed. 

About the Role 

The Registry Associate is the person members reach when something needs to be recorded correctly. Reporting to the Registrar, you will process the registrations, ownership transfers, name changes, DNA results, and stallion service reports that keep the registry accurate. A registration certificate follows a horse for its entire life and travels with it through sales, breeding decisions, and competition records for generations.  This is a customer facing job. You will be on the phone and in your inbox with members most days, and several times a year you will be out at events representing the Association in person. 

This role follows established registry procedures, catches incomplete or inconsistent submissions, and brings anything requiring policy interpretation to the Registrar. It is based in our Lexington office with remote work on Fridays, and it includes occasional travel to horse shows, our annual Convention, and member events, some of which fall on evenings and weekends. We’re a small team, and during show season everyone pitches in, sometimes outside of their normal day to day. 

What You'll Do 

• Process registrations, transfers of ownership, name changes, DNA requests and results, and stallion service reports arriving by mail, email, and the online portal 

• Maintain horse, ownership, pedigree, show, and prize program records in the registry database 

• Prepare and verify registration certificates and other official documentation before it goes out the door 

• Serve as a first point of contact for members by phone and email on registration requirements, documentation, DNA, and fees 

• Chase down missing paperwork and follow up on incomplete applications, which is often the difference between a file that closes in a week and one that sits for a month 

• Escalate disputes, policy questions, and judgment calls to the Registrar 

• Represent ASHBA at horse shows, Convention, and educational programs, staffing booths and helping exhibitors, breeders, and owners face to face 

• Grow, over your first year, into a working expert on Saddlebred pedigrees and registry rules 

About You 

• You bring administrative, records management, customer service, or registry experience, and you take real pride in accurate work 

• You enjoy customers service and building relationships remembering to everyone you interact with you’re the association 

• You are a team player on a small team; busy stretches depend on everyone stepping in to support each other and the association as a whole 

• You notice when something is off: a misspelled name, a date that does not line up, a signature that never made it onto the form 

• You are comfortable telling a member their application is incomplete, and doing it in a way that keeps them a member 

• You are steady with repetition and find satisfaction in clearing a queue 

• You work confidently and are proficient in Microsoft Office (Word, Excel, Outlook, and SharePoint) and have the ability to learn new databases and project management tools quickly.  

• You know the difference between a call you can make and one that belongs to your manager 

• A high school diploma or equivalent is required 

• Helpful but not required: knowledge of the American Saddlebred or the wider equine industry, experience with a breed registry, horse show organization, or equine association, and familiarity with pedigrees, ownership transfers, or DNA parentage verification. If you grew up in the barn and have been looking for a career path in the industry, this is one of the few desks where that background is a direct professional asset

• The role involves lifting up to 25 pounds for filing and shipping, and sitting or standing for extended periods

More about working at ASHBA 

• More than 4 weeks of paid vacation plus paid sick leave 

• 14 paid holidays, the full week between Christmas and New Year's Day, and a floating holiday of your choosing 

• Medical, dental, and vision coverage, with ASHBA covering the large majority of the employee premium 

• Retirement plan with an employer match 

• Remote work on Fridays 

• As a 501(c)(3) nonprofit, ASHBA is a qualifying employer under the federal Public Service Loan Forgiveness program 

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