Registration Specialist (VAS Midwest)

Varsity Spirit, A Varsity Brands Company

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit's 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

Our Commitment to Safety

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been and remain steadfastly committed to doing our part to create a safe and positive environment for our participants' physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements.

Job Type: Hybrid

Location Details: 3865 Produce Rd, Suite 208-209, Louisville, KY 40218

Work Hours: 8am - 5pm

Off Season (M-TH in office, Friday work from home)

During the season (November-May) the hours and schedule will vary due to travel and event needs

Travel Requirement: Extensive travel to events

How You Will Make an Impact

The Registration Specialist is responsible for managing all aspects of event registrations, ensuring an efficient, accurate, and customer-focused experience. This role requires strong organizational skills, attention to detail, and a commitment to delivering high-quality service to both internal and external stakeholders.

What You Will Do

• Manage registration processes for events, camps, and championships, including data entry, payment processing, and housing assignments.
• Respond promptly to inquiries via email and other communication channels.
• Coordinate with other departments on registration updates, team changes, and payment statuses.
• Ensure compliance with security and confidentiality standards.
• Process incoming mail (checks, purchase orders, etc.) and apply payments to accounts.
• Handle event closeout tasks, including attendance reconciliation, refunds, chargebacks, and invoicing.
• Assist with packing, organizing, and shipping registration materials for events.
• Monitor and engage with Q&A platforms (e.g., BAND app) during events.
• Book hotel accommodations for seasonal staff as needed.
• Support other departments as needed in a collaborative team environment

Qualifications

Knowledge/Skills/Abilities

• Strong communication, organizational, and time-management skills.
• Ability to work in a fast-paced environment and meet deadlines.
• Willingness to travel to events, including overnight stays and weekends (23 per month during peak season).
• Demonstrated ability to stay calm under pressure, resolve conflicts diplomatically, and maintain professionalism during high-volume event periods

Education/Experience

• High school diploma required; bachelor's degree preferred.
• Previous experience in event registration or customer service preferred.
• Familiarity with cheerleading, dance, or band industries is a plus.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. Ability to sit or stand for long periods through meetings and while operating office equipment, PC's, laptop, telephone will be required.

During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

Join the Best Team in Sport & Spirit

At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions BSN SPORTS and Varsity Spirit and our network of 6,000+ employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

Our Values

Service - We lead with heart. We champion community.

Passion - We love what we do. It fuels our purpose.

Integrity - We do what we promise. We own our actions and decisions.

Respect - We earn it by giving it. Because everyone deserves it.

Innovation - We never stop striving to be better. For ourselves and our community.

Transparency - We are committed to openness and honesty in everything we do.

Our Benefits

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Varsity Brands Ownership Program
• Employee Resource Groups
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran's status, age or disability.