Operations Assistant & Bookkeeper

Job Title: Operations Assistant & Bookkeeper

Location: Remote (U.S. Eastern Time Zone)

Employment Type: Full-Time

Annual Salary: $75,000

Reports To: Chief Operating Officer (COO)

 About the Role

The Israel Institute is seeking a highly organized, proactive, and detail-oriented operations assistant & bookkeeper. This dual-function role combines robust financial record-keeping with organizational support. The ideal candidate possesses strong executive function, a facility for numbers, exceptional communication skills, and the ability to maintain confidentiality.

 Key Responsibilities

 Financial & Bookkeeping Management

• Daily Accounting: Code all transactions, reconcile bank accounts, and manage credit card statements within QuickBooks Online (QBO).
• Accounts Payable: Audit incoming invoices for accuracy; check and submit invoices, grant disbursements, and employee reimbursements for formal payment approval.
• Mail & Revenue Operations: Manage the organizational PO Box; receive, track, and log all incoming funds (donations, incoming wire details, etc.) in addition to processing outgoing disbursements.
• Compliance & Tax Support: Prepare and disseminate individual tax forms for U.S. citizens and foreign nationals. Support the external accounting team with reports for annual audits and Form 990 submissions.
• Payroll & Benefits: Record payroll cycles and accurately process 401(k) retirement payments.
• Stakeholder Relations: Serve as the primary financial point of contact for vendors and grantees. Correspond with professors and university administrators using professional and diplomatic language.
• Budgeting & Records: Assist the leadership team with G&A budgeting and maintain meticulously organized, audit-ready financial records.

 Operations & Systems Support

• Vendor Liaison: Serve as the main point of contact for our external IT support and HR service providers.
• Database Management: Maintain, regularly back up, and perform quality control checks on the organizational database to ensure data integrity.
• Grant Software Administration: Assist with grant application software management, including functionality testing, troubleshooting with the software vendor, and updating application forms.
• Administration & Compliance: Maintain official organizational records, corporate insurance policies, and compliance filings for licenses or renewals. Support the executive director by arranging travel and hotel. 
• Team Coordination: Manage scheduling for program staff, including coordinating internal meetings and grantee interviews.
• Documentation: Maintain and regularly update the office operations manual; and

 Other duties as assigned by the Executive Director and COO.

 Position Requirements 

• Education: Bachelor’s degree required.
• Technical Skills: Proficiency with Microsoft 365 suite (specifically Outlook, Word, and Excel). Comfort learning and troubleshooting proprietary grant management, database, and accounting software.
• Core Competencies:
• Exacting, meticulous attention to detail and strong numerical literacy.
• Excellent written and verbal communication skills appropriate for higher education professionals.
• Strict adherence to financial policies, internal controls, and data confidentiality.
• Background Check: Ability to successfully pass a standard pre-employment background check.

 Preferred Qualifications

• Familiarity with the higher education landscape, academic administration, and Israel.

 The Israel Institute is a 501(c)(3) non-profit and non-partisan organization that facilitates the expansion of Israel Studies classes at campuses in the United States, primarily through international academic exchange. More information can be found at: www.israelinstitute.org. We offer a strong benefits package.

 Interested applicants, please send a cover letter and resume to Dr. Erika Falk at [email protected]. The cover letter should explain your qualifications for the position and why the mission of the Israel Institute appeals to you.