Operations and Finance Administration Manager

Operations and Finance Administration Manager

 

Reports To: Chief Operating Officer
Position Type: Full-Time, Exempt
Location: New York, NY

 

BACKGROUND

 

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. We work to strengthen U.S. policy and cultivate an informed community of leaders committed to a viable resolution of the conflict that ensures Israel's security as a Jewish and democratic state, provides for Palestinian national aspirations, bolsters U.S.-Israel relations, and enhances regional security, stability, and cooperation.

 

Israel Policy Forum is uniquely positioned in both the policy and Jewish communities, producing rigorous policy analysis trusted by U.S. decision-makers across the political spectrum, and convening programs that equip community, civic, and policy leaders to elevate the quality of discourse on U.S. policy toward Israel and the Israeli-Palestinian conflict.

 

POSITION SUMMARY

Israel Policy Forum seeks an Operations and Finance Administration Manager to support internal operations, budget administration, accounts payable, expense tracking, and cross-functional systems. This is a strong fit for a nonprofit operations generalist who is comfortable with budgets, basic finance administration, QuickBooks Online coding, credit card receipts, invoices, reimbursements, vendor documentation, and staff-facing operational support.

This is not a technical accounting or controller role. The ideal candidate will be organized, detail-oriented, service-oriented, comfortable with numbers and systems, and able to coordinate effectively with staff, vendors, and external accounting support.

Responsibilities include supporting budget tracking and budget-to-actual reporting; coordinating accounts payable, invoices, W-9s, receipts, and payment approvals; collecting credit card documentation; assisting with month-end, year-end, and audit documentation; supporting financial administration for programs and events; improving finance and operations workflows; and providing flexible cross-functional support during high-volume periods or special projects.

Candidates should have a minimum of 5 years of relevant experience in nonprofit operations, finance administration, budget coordination, program administration, or a similar cross-functional 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 practical 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.

---

Featured

yes

Expirationdate

2026-08-29 00:00:00

Url

https://impactopportunity.org/job/8950/operations-and-finance-administration-manager/

Remote

hybrid

Salaryfrom

80000

Salaryto

95000

Companydescription

Israel Policy Forum’s mission is to build support for a secure, Jewish, democratic Israel and constructive U.S. policies that help to advance a resolution to the Israeli-Palestinian conflict based on two states. We do that by elevating the public discourse and advancing pragmatic U.S. policy toward the Israeli-Palestinian conflict, U.S.-Israel relations, and regional diplomacy among policymakers and community leaders.

Companywebsite

israelpolicyforum.org

Companylocation

New York, NY, USA