Operations and Administration Manager
Brief Overview
Israel Policy Forum is a nonpartisan U.S. organization advancing policy ideas and educating community leaders on the Israeli-Palestinian conflict. This role supports internal operations, budget administration, accounts payable, expense tracking, and cross-functional systems.
Responsibilities
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.
Career: Support 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.
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 projects and other duties that support organizational effectiveness, operational excellence, and cross-functional collaboration.
Qualifications
A 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.
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.