Operations Assistant & Bookkeeper

Job description

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. **To Apply:** 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.