Operations and Administration Manager

Communal Hebrew School; New York (NY); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Paid time off

Medical insurance

Dental insurance

Vision insurance

401(k) matching

HRA

FSA

Commuter benefits

Parental leave

Professional development stipend

Job summary

Israel Policy Forum in New York, NY seeks an Operations and Finance Administration Manager to oversee budgets, accounts payable, expense tracking, and cross‑functional systems.

The role supports the COO and program teams, coordinates vendor payments and reimbursements, maintains templates, and prepares documentation for audits, using QuickBooks Online and related tools in a collaborative nonprofit environment.

Qualifications

• Minimum 5 years in nonprofit operations or finance administration.
• Experience with budgets, expense tracking, invoices, and accounts payable.
• Familiarity with QuickBooks Online and related financial tools.
• Ability to explain budgets and processes to non‑finance staff.
• Strong organizational skills and attention to detail.

Responsibilities

• Support annual budgeting, budget‑to‑actual reporting and grant tracking.
• Coordinate accounts payable, invoicing and vendor payments.
• Enter expenses in QuickBooks Online with proper allocations.
• Maintain finance and operations workflows and templates.
• Prepare documentation for audits and financial reporting.

Skills

Budget coordination

Nonprofit operations

Accounts payable

Vendor management

QuickBooks Online

Excel

Google Sheets

Financial reporting

Cross-functional collaboration

Communication skills

Tools

QuickBooks Online

BILL/Divvy

Salesforce

Todoist

Microsoft Office

Google Suite

Excel

Google Sheets

Job description

Operations and Finance Administration Manager

Reports To: Chief Operating Officer

Position Type: Full-Time, Exempt

Location: New York, NY

Israel Policy Forum is a nonpartisan U.S. organization that advances policy ideas and educates community leaders to support effective U.S. engagement on the Israeli‑Palestinian conflict, strengthening U.S. policy, cultivating informed leaders, and enhancing regional security and cooperation.

Position Summary

We are seeking an Operations and Finance Administration Manager to support internal operations, budget administration, accounts payable, expense tracking, and cross‑functional systems. This role is ideal for a nonprofit operations generalist comfortable with budgets, basic finance administration, QuickBooks Online coding, credit‑card receipts, invoices, reimbursements, vendor documentation, and staff‑facing operational support. It is not a technical accounting or controller role.

Major Responsibilities

Budget Administration and Financial Coordination

• Support the COO and department leaders with annual budgeting, program and event budgets, department‑level expense tracking, budget‑to‑actual reporting, and restricted funding monitoring.
• Partner with staff to track spending, answer budget‑related questions, and provide guidance on expense coding, approvals, and budget management.
• Coordinate financial administration for programs, events, retreats, and convenings, including budget tracking, expense coding, vendor payments, and post‑event financial reconciliation.
• Track expenses associated with restricted gifts, grants, and designated projects in partnership with the COO, development team, and external accounting support.
• Monitor budget activity, identify variances or recurring issues, and recommend improvements to strengthen financial tracking and reporting processes.

Finance Administration and Accounts Payable

• Coordinate accounts payable processes, including collecting invoices, W-9s, receipts, vendor payment information, and required approvals; prepare payments and liaise with external accounting support.
• Review, code, and enter expenses in QuickBooks Online, ensuring appropriate allocation across departments, programs, grants, projects, and events.
• Manage the organization’s credit card expense documentation process, including staff follow‑up, receipt collection, and resolution of missing or unclear expenses.
• Serve as the primary staff resource for expense reimbursements, invoice submissions, payment status inquiries, credit card documentation, and expense coding questions.
• Prepare invoices for speaking engagements, partnerships, reimbursements, and other organizational activities as needed.
• Process contributions and other payments received through the organization’s virtual mailbox, maintain supporting documentation, and coordinate deposits with the COO and development team.
• Support month‑end, year‑end, and annual audit preparation by gathering documentation, reconciling missing information, and responding to financial administrative requests.

Operations and Systems Management

• Maintain and improve finance and operations workflows, templates, checklists, documentation, and staff‑facing resources to ensure consistent and efficient processes.
• Develop and maintain standardized budget templates and tracking tools for programs, events, and departments.
• Ensure financial and operational records are complete, organized, and readily accessible for budgeting, audits, reporting, and internal review.
• Identify process inefficiencies related to payments, reimbursements, expense tracking, and vendor administration, and implement practical improvements to enhance accuracy and efficiency.
• Prepare supporting documentation and expense summaries for restricted fund tracking, grant reporting, and other organizational needs.

Cross‑Functional Operations Support

• Provide flexible operational and administrative support to the COO during high‑volume periods, major events, board cycles, staff transitions, and special initiatives.
• Support time‑sensitive projects requiring strong organization, discretion, accuracy, and follow‑through across finance, operations, and administration functions.
• Contribute to special projects and other duties that support organizational effectiveness, operational excellence, and cross‑functional collaboration.

Desired Knowledge, Skills, and Abilities

• Minimum of 5 years of relevant experience in nonprofit operations, finance administration, budget coordination, program administration, or a similar cross‑functional role.
• Comfort working with budgets, spreadsheets, expense tracking, invoices, credit‑card receipts, reimbursements, accounts payable, vendor payments, and basic financial reports.
• Experience working with external accountants, bookkeepers, payroll providers, IT consultants, insurance brokers, or other administrative vendors preferred.
• Familiarity with tools such as QuickBooks Online, BILL/Divvy, Salesforce, Todoist, Microsoft Office, Google Suite, Excel, Google Sheets, or similar platforms.
• Ability to help non‑finance staff understand budgets, expenses, payment procedures, and operational workflows in a clear and supportive way.
• Strong organizational skills, follow‑through, attention to detail, and time management, with the ability to manage multiple workflows, deadlines, and requests across departments.
• Demonstrated ability to develop, implement, document, and improve operational systems, workflows, templates, and processes.
• Ability to balance day‑to‑day administrative execution with longer‑term cross‑functional projects and process improvement.
• Strong judgment, professionalism, and discretion, including comfort handling confidential financial, personnel, vendor, and organizational information.
• Excellent written, verbal, and interpersonal communication skills, with a collaborative, service‑oriented approach and the ability to explain operational or financial information clearly.
• Resourceful, proactive, and comfortable working in a fast‑paced, entrepreneurial environment that requires hands‑on execution, flexibility, and practical problem‑solving.
• Commitment to Israel Policy Forum’s mission, vision, and values.

Compensation and Benefits

The annual salary range is $80,000–$95,000, commensurate with experience; applicants who meet the minimum qualifications typically start at the range minimum. The organization offers a comprehensive benefits package, including paid time off (vacation, sick leave, Jewish and secular holidays), medical, dental, vision, matching 401(k), HRA, FSA, commuter benefits, 12 weeks of fully paid parental leave, and an annual professional development stipend.

Equal Opportunity Employer

Israel Policy Forum is an equal opportunity employer. We consider applications for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.