Operations and Finance 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. 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.

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, Quick Books 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.

• 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.

• 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…