Administration & Grants Specialist - Full-Time

Administration & Grants Specialist – Full-Time Location: Miami Design Preservation League, 1001 Ocean Drive, Miami Beach, Florida Employment Type: Full-Time Salary Range: $65,000–$75,000 Reports To: About the Miami Design Preservation League The Miami Design Preservation League (MDPL) is a nonprofit organization dedicated to protecting, preserving, and promoting Miami Beach’s historic architecture, neighborhoods, and cultural heritage. Through advocacy, education, museum programming, walking tours, preservation initiatives, and community engagement, MDPL works to ensure that Miami Beach’s unique architectural legacy is preserved and celebrated for future generations. Position Summary The Administration & Grants Specialist serves as a key member of the administrative team and reports directly to the Executive Director. This position is responsible for coordinating many of the organization’s day-to-day administrative and operational functions, including grant administration and compliance, organizational reporting, membership administration, financial recordkeeping, office operations, and executive support. As a small nonprofit organization, every team member plays an important role in ensuring smooth daily operations. The successful candidate will be resourceful, adaptable, proactive, and comfortable managing multiple priorities while maintaining exceptional attention to detail. This position serves as an internal coordinator who helps keep projects moving, systems organized, deadlines met, and organizational operations running efficiently. We are seeking a highly organized, detail-oriented professional who is passionate about our mission and enjoys helping a small nonprofit organization thrive. This is an excellent opportunity for someone who values meaningful work, enjoys managing multiple responsibilities, and takes pride in supporting an organization that makes a lasting impact on the community. Track grant deadlines, deliverables, reporting requirements, and compliance obligations. Research and track prospective grant opportunities to support the organization’s grant pipeline and fundraising strategy. Prepare and submit grant reports, reimbursement requests, and supporting documentation. Maintain organized grant and compliance files and documentation. Coordinate with staff, consultants, funding agencies, and public partners to gather information for grant, contract, and organizational reporting. Compile operational data and supporting materials for board, government, funder, and partnership reports. Assist with annual organizational filings and reporting requirements, including quarterly reports to the City of Miami Beach. Executive & Administrative Operations Provide direct administrative support to the Executive Director, including calendar management, correspondence, scheduling, travel, and meeting coordination. Prepare reports, presentations, agendas, meeting materials, organizational documents, and routine correspondence. Support day-to-day administrative operations, including office systems, procedures, workflows, and special projects. Maintain organizational records, filing systems, document retention, policies, procedures, and administrative deadlines. Coordinate office operations, including supplies, equipment, vendors, service providers, maintenance, contracts, insurance, permits, and organizational licenses. Assist with technology administration, including user accounts, software subscriptions, and coordination with outside IT vendors. Support onboarding of employees, interns, and volunteers by coordinating paperwork, technology access, and orientation materials. Maintain confidential personnel and organizational records. Maintain accurate financial records using QuickBooks, including recording and coding transactions, preparing deposits, and maintaining supporting documentation. Generate routine financial reports for internal management, grant reporting, and budget monitoring. Coordinate with the organization’s CPA and other accounting professionals. Assist in preparing documentation for annual audits, financial reviews, and tax filings. Operational Support Membership Administration Maintain and update the membership database. Process memberships, renewals, acknowledgments, and related correspondence. Coordinate membership communications and stewardship activities. Generate membership reports and participation statistics. Assist with membership campaigns and retention initiatives. Support member events and engagement activities. Board & Committee Support Coordinate logistics for Board of Directors and committee meetings. Prepare agendas, meeting packets, and supporting materials. Maintain board records and governance documents. Assist with board communications and scheduling. Events & Organizational Programs Provide administrative support for educational programs, preservation initiatives, fundraising events, and community activities. Coordinate registrations, logistics, vendors, supplies, and event materials. Assist with post-event reporting and documentation. Support volunteers and event participants as needed. General Organizational Support Work collaboratively across all areas of the organization. Identify opportunities to improve administrative processes and organizational efficiency. Serve as a resource for staff, volunteers, board members, consultants, and community partners. Perform additional duties and special projects that support the organization’s mission and operations. Other Duties and Responsibilities This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may be modified or assigned as organizational needs evolve. Qualifications Required Three or more years of administrative, operations, nonprofit management, or office management experience. Grant administration and compliance Experience using QuickBooks, including data entry, transaction coding, reporting, and basic reconciliation. Excellent organizational and project management skills. Exceptional attention to detail and accuracy. Ability to prioritize multiple projects while meeting deadlines. Strong written and verbal communication skills. Proficiency with Google Workspace and cloud-based office applications. Ability to maintain confidentiality and exercise sound judgment. Self-motivated with strong problem-solving abilities. Commitment to supporting a collaborative team environment. Preferred Background in nonprofit administration. CRM or membership database management. Government grants or public funding. Supporting a Board of Directors. Office operations and administrative coordination. Working with accountants, auditors, or other financial professionals. Event coordination and logistics. Interest in historic preservation, architecture, museums, nonprofit organizations, or cultural heritage. Compensation, Schedule & Physical Requirements Salary range: $65,000–$75,000, annually, commensurate with experience. We offer an employer retirement contribution and generous paid time off and paid holidays. While we do not currently provide employer-sponsored health insurance, we are committed to offering strong overall compensation aligned with the scope and responsibility of this role. This is a full-time position based in our Miami Beach office. Standard business hours are Monday through Friday; however, occasional evening or weekend availability is expected to support board meetings, educational programs, fundraising events, and other organizational activities, in particular Art Deco Weekend in January. The role includes hands-on operational oversight within an office environment. The candidate must be able to lift and organize materials, including safely lifting items up to 40 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The Miami Design Preservation League is an equal opportunity employer and is committed to fostering an inclusive, respectful, and welcoming workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. We are committed to building a diverse and inclusive workplace and encourage applications from individuals of all backgrounds, including those from underrepresented communities. If you require accommodation at any stage of the hiring process, please let us know. Applications will be accepted until August 24th, 2026 at 5:00 PM EST #J-18808-Ljbffr Miami Design Preservation League