Virtual Mailbox Jobs in New York (NOW HIRING)

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, including paid time off (vacation, sick leave, Jewish and secular holidays), medical, dental, vision, matching 401(k), HRA, FSA, commuter benefits, 12 weeks of fully paid parental leave, and an annual professional development stipend.   OTHER INFORMATION   Israel Policy Forum is based in New York, NY, and has an office in Washington, DC. New York and Washington, DC staff work in person one to three days per week.   HOW TO APPLY   Please submit a resume and cover letter to careers@ipforum.org with “Operations and Finance Administration Manager” in the subject line. The position will be open until filled, and candidates invited for an interview will be contacted on a rolling basis. Only candidates invited to interview will be contacted.   Israel Policy Forum is an equal opportunity employer. We consider applications for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital, veteran status, sexual orientation, or any other legally protected status.   Frequently cited statistics show that women and underrepresented groups apply to jobs only if they meet 100% of the qualifications. Israel Policy Forum encourages you to break that statistic and to apply.