Operations and Administration Manager

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.

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, Quick Books Online coding, credit‑card receipts, invoices, reimbursements, vendor documentation, and staff‑facing operational support. It is not a technical accounting or controller role.

• 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.

• 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 Quick Books 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.

• 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.

• 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…