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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. 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 and aligned with organizational compensation practices. Applicants who meet the minimum qualifications typically start at the range minimum. Israel Policy Forum offers a comprehensive benefits package, includ